November 9, 2004 Agenda
ORDERS OF THE DA Y
FOR TUESDA Y. NOVEMBER 9. 2004 - 9:00 A.M.
PAGE # ORDER
1 st Meeting Called to Order
2nd Adoption of Minutes - meeting of October 19, 2004
3rd Disclosure of Pecuniary Interest and the General Nature Thereof
4th Presenting Petitions, Presentations and Delegations
DELEGATIONS AND PETITION:
9:00 A.M. Laurie Skinner, Distribution Superintendent, Hydro One, with
overview of services and work program in Elgin County
11 :50 A.M. Ken Verrell, Elgin Photographic Heritage Society - presentation of
loan repayment re: publication of Scott Sefton Book (See report on page 6)
5th Motion to Move Into "Committee Of The Whole Council"
2 6th Reports of Council, Outside Boards and Staff
7th Council Correspondence - see attached
29 1) Items for Consideration
34 2) Items for Information (Consent Agenda)
8th OTHER BUSINESS
1) Statements/Inquiries by Members
2) Notice of Motion
3) Matters of Urgency
In-Camera Items (see separate agenda)
57
9th
10th
11th
12th
13th
14th
Recess
Motion to Rise and Report
Motion to Adopt Recommendations from the Committee Of The Whole
Consideration of By-Laws
ADJOURNMENT
LUNCH WILL BE PROVIDED
REMEMBER - November 2th, 2004
County Christmas Party at S1. Anne's Centre
Cocktail 6:00 P.M. - Dinner 7:00 P.M.
Tickets $30.00 per person
FINAL DAY FOR SALE OF TICKETS IS NOVEMBER 19th
PLEASE CONTACT DONNA BUTCHER AT 631-1460 EXT. 161 FOR TICKETS
hydro<:1
one
Hydro One Update
Elgin County Council Meeting
Tuesday, September 28, 2004, 9 a.m.
Mr. Laurie Skinner, Hydro One's Distributiòn Superintendent, West Zone,
and his front line managers responsible for Elgin County will give a brief
presentation on current initiatives at Hydro One, and provide an overview
of:
- Hydro One's local staffing
- Lines and forestry work program in the County
- Communications and stonn response processes
- Useful contact infonnation for municipal officials for operational issues,
power outages and emergencies
Following the presentation, Mr. Skinner and his staff will be pleased to
entertain questions from members of Council. Handouts of the presentation
will be distributed at the meeting.
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04/16/04 11:15 FAX
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Hydro One Network. Inc.'
483 Bay S~eet
9''' Floorl South Tower
Totonto, Ontario M5G 2P5
www_HydroOneNetworks.com
Tel: 416-345-5130
Fax: 416-345-6984
Emai1: carrle.lynn.ogoibene@HydroOne.com
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Carrie-Lynn Ognibene
Senior Advisor
Corporate Relations
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Ms. Sandy Heffren
Deputy Clerk
County of Elgin
450 Sunset Drive
St. Thomas, Ontario
N5R 5V1
BY FAX: 519-633-7661
pe(\f Ms. Heffren:
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,Reqùestfòr Hvdro One Networks' deputation to Countv Council
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Aß part of,Hydro One Networks' community outreach program, our local staff would like to appear
before Council to provide an overview of our services and work program in Elgin County.
AlO-I5 minute presentation would be given by Mr. Laurie Skinner, Distribution Superintendent, West
Zone. Mr. Skinner arid his staff, Tim Stafford, Front Line Manager - Lines and Rob Vader, F:[ont Line
Manager - Technical services, would be pleased to entertain questions from Council following the
presentation.
Please confirm if it wpuld be possible to schedule this deputation at the Council meeting on th,,:
morning of Tuesday; September 28. We'd have the presentation on a lap-top computer, and cOll1d bring
our own projector, if ]~ecessary. Please also let me know how many hard copies of the presentation
you'd require for distl;ibution to Council members and staff.
Sincerely,
Cæd ~
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Carrie-Lynn Ognibehè
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REPORTS OF COUNCIL AND STAFF
November 9. 2004
Councillors Reports - (ATTACHED)
3 Councillor John Wilson - Thames Valley District Health Council Annual
Report January 2004 - September 2004
4 Councillor Sylvia Hofhuis - 81. Thomas-Elgin Tourist Association Annual
Report
Councillor Bonnie Vowel- St. Thomas Elgin General Hospital Annual Report
Staff Reports - (ATTACHED)
6 Director of Library Services - Elgin Photographic Heritage Society, Interest Free
Loan
8 Director of Library Services - Vacation Carry-Over
9 Director of Senior Services, Elgin Manor - ONA Request to Carry Forward 2004
Vacation
10 Director of Senior Services, Bobier Villa, Elgin Manor, Terrace Lodge - Ministry
Of Health and Long-Tem Care; Amending Service
Agreement
11 Director of Engineering Services - Renovations - Council Chambers
12 Director of Engineering Servcies - Plank Road Slope Stabilization
14 Director of Financial Services - Donor Recognition - St. Thomas Elgin General
Hospital Foundation
15 Director of Financial Services - Municipality of Trent Hills
Purchasing Co-Ordinator and Deputy Clerk - Mailing System and Letter Folder
(To Be Faxed Out Friday)
27 Ambulance and Emergency Management Coordinator - Emergency Management
Program By-Law
Purchasing Co-Ordinator and Manager of Corporate Facilities - Snow Plowing,
Removal and Salting of Various County of Elgin Owned Parking Lots
Purchasing Co-Ordinator and Deputy Clerk - Mailing System and Letter Folder
)C; ¡ 2 2004 j 5: 36 FR THRMES vRLLEY D. H. C. ¡ 8 858 50 J S TO 826935 ¡ 7
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A healthy life journey in a safe, caring oommunity
Une vie en lIanté au sein d'une communauté sécuritaire et bienveiifsnte
Thames Valley District Health Council
January 2004 - September 2004
Report for John Wilson and the County of Elgin
October 15, 2004
Selected items of Council's Action
· Supports the recommendation of the NOW Alliance 2004 Rural Health Action Plan to
the Minister of Health and Long-Term Care
· Supports the Application for Expansion of Mobile Ultrasound Services and
Rec!assification from a Mobile Licence to a Fixed Site Licence to the Ministry
· Submitted tria report Children & Youth with Brain Injury: An Overview of Selected
Research Resources to the RegiOl1al Offk;e
· Hosted in partnership Council's Annual Spring Forum 2004 Primary Health Care: A
Next to System Integration
· Recommends the report Adult Day Programs in Thames Valley: Current Realities and
Future Dírections to the Minister of Health and Long- Term Care
· Reviewed and submitted comments on the local Addiction and Mental Health
agencies' Operating Plans to the Regional Office
.. Requests a status report of the Study of Inter-Facility Patient Transfers 8. Non-
Emergent Medical Transportation SeNicss submitted to the Ministry by the 181 Group
Elgin Health System Plannina Committee
· reférences the completed Elgin Environmental Scan approved by Council December
2003
· begin to address the identified priorities 01 Primary Health Care and Information
Technology
· Jinks with the Elgin Stroke Strategy Committee
· Participated with other members of Elgin County in a Work Group associated with
Council's Annual Spring Forum on Primary Health Care
· A Primary Health Care Work Group was created.
· links with the Elgin Mental Health Network
· links with the Elgin Emergency Health System Monitoring System
· studying and developing Primary Health Care and a Model lor Elgin County
· received a presentation of a Proposal for a Middlesex-Elgin Community/Residency
Program
· to facliitate a dialogue with the Elgin community and hea!th leaders on understanding
changs 011 October 19, 2004
** TOTAL PAGE.22 **
St. Thomas - Elgin Tourist Association
2004 Annnal Report for the County of Elgin
It is my pleasure to report on the activities ofthe St. Thomas - Etgin Tourist Association (STETA) for the year 2004. Ever
evotving, the tourist association saw a number of new initiatives this year as we build the foundation for the future.
Membership continues to grow on a steady pace. Partnership opportunities are becoming commonplace with the tourist
association taking advantage of most every opportunity as explained in the report which follows. A more thorough report
has been provided to Counsellor Sylvia Hofhuis, as our representative appointed by County Council and can be made
available to any Council member upon request.
In Brief:
· created a Long Tenn Plan for 5 years
· new signage in Bayham, Aylmer and Dutton-Dunwich
· two new Board members represeoting Bayham and Southwold
· successfulty secured the registered trademark for ''Talbot Trail" distinctive Green & Yellow signs
· STETA took leadership roll in eosuring preservation of railway heritage with eight groups ftom across Etgin
County
· Protected STETA and members by creating a plan to comply with PIPEDA - Personal Infonnation Protection and
Electronic Documents
· Marketing Audit detennined that STETA is advertising in most of the right areas. Need to simplifY our branding,
i.e. Incredible Elgin on Lake Erie's Beautiful North Shore as our main brand and discontinue "A ptace to Love"
as it points to no location
Ontario Visual Heritag:e Proiect - The project will produce a living history of the City of St. Thomas and the County of
Etgin. The project will create an interactive CD and VHS tape distributed ftee of charge to all schoots, tibraries and
museums in St. Thomas and Elgin County. The County ofEtgin provided seed money of $7,500 and the City of St.
Thomas $5,000. With this support, the group was able to secure a further $32,000 in grants from the Trillium Fund and
$8,000 ftom HRSDC for staff to create a total project of $52,000. All interviews and taping are complete and the
coordinator is putting together the fIrst draft. We will have the official extravaganza kick-off in January.
HRSDC grant - The office successfully applied for a grant of$II,190.00 through Human Resources Skills Development
Canada to hire a graphics designer to design three promotional brochures, create a database of tourism signage in Elgin
County and create a database of digital images for use on the web site and in advertising. The fJI'St brochure, the mural
brochure, is complete and attached. The museum brochure, listing all the museums in Elgin County, is in its first draft and
will be distributed before year's end. The third brochure promoting rural life in Etgin County has been a challeoge due to
insurance issues for the farm and food restrictions for farm gate sales. We are currently working with Elgin Community
Futures Devetopment Corporation and the Federation of Agriculture to see what we can work out. The digital image
database and signage database are ongoing and proving to be a great resource.
Partnershi )s - Association of Ontario Road Supervisors Conference was hetd at the new comptex in East Elgin. STET A
was invited to be a member on the advertising sub-committee to assist with the conference booklet. The "Incredible
Elgin" print was used for the cover of the booklet. STET A also donated two "Incredible Elgin" signed, ftamed prints that
inctude the t985 Jumbo coins set in the matting. STET A set up the tourism display booth for the duration of the event.
Lake Erie North Shore - A new committee has been struck which includes tourism representatives and economic
development staff (ECFDC) ftom community futures developments corporation who are investigating a common
promotionat opportunity to connect alt of the counties atong Highway 3 and/or all along Lake Erie. The committee is in its
early stages but members are keen on working together.
Through Tourism London, the tourist association has negotiated on behalf of members of the St. Thomas - Etgin Tourist
Assopiation to become members of Tourism London for an annual fee of $50 per member (nonnally $200). This gives
each member the opportunity to have their brochures disptayed at the infonnation centres in the London area as well as
the opportunity to'link to Tourism London's website (www.1ondontourism.ca). Tourism London infonnation centres
attract 40,000 visitors annually while their website eojoys over 45,000 user sessions monthly! This is a great opportunity
for STETA members to get more exposure.
Website - of particular note, the web site was a major point of discussion in the Marketing Audit. The current
www.elgintourist.com site is in need of a major face lift aod information upgrade. We are currently working with
Elginconnects to be included in the portal. The website will be prioritized with a high rating for 2005.
Seminars - In Aprit the St. Thomas - Elgin Tourist Association partoered with the Ministry of Agriculture aod Food to
host the Beyond the City Lights Rural Tourism Conference. Elgin Community Futures Development Corporation also
came on board to round out the orgaoizing committee. A total of 128 persons took part in this excellent conference which
included 21 STET A members. All in all ao excellent opportunity to showcase Port Stantey aod offer our members fIrst
class training at the same time.
Building Successjitl Packages Seminar is set for November 2nd. We are very pteased to advise that we have secured
Ontario Ministry ofT ourism Consultants Jaoet Jones aod Heten Scutt-Wallis to lead the seminar using the Ontario
Ministry of Tourism Packaging Maoual. Participaots willleam how to put their product or service together with other
products aod services to create a complete tour package. Registration is ITee to members, $25.00 for nòn-members. The
seminar is set to go on November 2, 2004 at the New Sarum Diner.
Programs 1 Events
Canada Day $10,000 Perch Search has not grown as STET A had hoped. Registration has dropped each year since the
first as follows 2002 - 151, 2003 - 139, 2004 - 100. Given the fact that numbers are going down instead of up and the
fact that the program costs are high for the tourism promotional value derived, the Board decided to consider other options
and perhaps to try to get a service club or group to take on the Perch Search for next year with possibte start-up support.
Talbot Trail of Yard Sales- Staff delivered flyers to every home and business on the Talbot Trail. Believed to be the best
year yet, this year' s Yard Sale attracted more vendors and shoppers thao ever before. Good response ITom the vendors as
well as lots of calls and emails ITom prospective visitors. Most locations saw steady traffic even with the rain. Those die-
hards that stuck it out until noon were able to shop even if they had to lift plastic tarps off the items to get a good look.
Artfest Elgin was a tremendous success. Thirty-two artists ITom the area took part (compared with 16 last year) with
artists set up in 15 shade tents aod ten more artists in the pavilion. There were two food vendors and live entertainment
that included Dimpptes the Clown. The weather was perfect. All in all a terrific day.
New for 2005
Premier Ranked Tourism Destination Project - This is ao in depth project that will see a thorough data base of tourism
services aod products created for St. Thomas and Elgin County. We will cluster with Norfolk aod Hatdimao counties to
create a big enough project to be etigibte for the Ontario Ministry of Tourism to undertake. The project will take 52 weeks
to complete and resutts will be distributed to both Councils and members of the industry. This program will be totally
funded through graots aod no seed money is required.
Market Readiness - Tourism, Inc. is a new set of tourism training modules being developed by the Ontario Ministry of
Tourism and Recreation that focus on the business and tourism skills devetopment of operators and institutions interested,
or already working in, the tourism business. These are modular, interactive, half-day training materiats delivered to small
groups of participants ITom various tourism sector industries, including private, pubtic and non-profit- sector stakehotders.
Elgin County St. Thomas has been approved as one of the 30 pilot projects across Ontario. The total project will be
funded by the Ontario Ministry of Tourism.
Sincere thanks to Warden Rock and County Council for their continued support and to Mark McDonald and his stafffor
their ongoing assistance and kind cooperation. Special thanks to President Dave McAdams and the members of the
Board of Directors of the St. Thomas - Elgin Tourist Association for their absolute support and enthusiastic
encouragement.
is respectfully submitted,
Marg e ourism Coordinator
S1. Thomas - Elgin Tourist Association
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31
November 4, 2004
Warden David Rock
County of Elgin
450 Sunset Drive
St. Thomas, ON
N5R 5V1
Dear Warden Rock:
Since my last report to the County we have seen the retirement of Mr. Rien VanBrenk from our St. Thomas
Elgin General Hospital (STEGH) Board of Govemors as representative from the council of the County of Elgin
and the appointment of Mrs. Bonnie Vowel. Mr. VanBrenk served our board for a number of years as an
important contributor and a stalwart supporter of the Hospital's vision, mission and objectives. As a new board
member, Mrs. Vowel has clearly cornmitted herself to learning about the role of the volunteer hospital board
and board member in our increasingly complex healthcare environment.
The following identifies some significant activities at STEGH over the last 12 months:
Accountabilitv Aareement and Balanced Budaet
With the passage last summer of Bill 8, The Commitment to the Future of Medicare Act, the Ontario
government required all hospitals in Ontario to achieve a balanced budget. On the signing of an
"Accountability Agreement" with the Ministry of Health and Long-Term Care, hospitals with a budget deficit
greater than 2% were expected to submit a "Balanced Budget Plan" to eliminate their deficits by March 31,
2006.
Like more than 100 (out of 159) hospitals in Ontario, STEGH submitted its plan on schedule, on October 29'h
Our plan sees the reduction of $1.4 million which is significantly short of the $7.1 million projected deficit.
Our Board thoroughly reviewed the drastic implications that program cuts and bed closures enough to achieve
the elimination of the deficit, would have for our patients, staff, medical staff, volunteers, donors and
community. They concluded that those unilateral actions on their part would not be recommended in the plan
because they would significantly compromise patient access, wait times, quality and the safety of patient care.
Our Minister of Health, George Smitherman, and Premier Dalton McGuinty have both stated that the
submission of the Balanced Budget Plan is the first step in working with hospitals to achieve balanced budgets.
We share the interests of the government in achieving this balanced budget position but believe that the
recognition of adequate funding is essential. We look forward to their response by the end of November and to
our continued dialogue with them.
,J,
STEGH Report to County of Elgin
November 4, 2004
Page 2 012
Emplover of Choice
One of our strategic objectives to achieve our vision of becoming the best community hospital in Ontario is to
become an "Employer of Choice". Through this strategy we expect to retain our people and attract new people
to join our hospital team in an era of increasingly tight supply of healthcare human resources. We have
undertaken a project called "Values Centred Leadership" through which we will learn how to match the culture
of our work environment at STEGH to that which our employees, medical staff and volunteers say that they
desire. We are learning from many organizations around the world who have adopted similar approaches and
have been successful through them.
BuildinQ Renewal Plan
We continue to be frustrated by the lack of action on the part of the Ministry of Health and Long-Term Care
with respect to approval of our Building Renewal Plan. As you know, this plan would see the re-development
of our Emergency Department, building of a new Ambulatory Care Centre and a new Operating Room Suite.
In addition, we would be adding a Schedule 1 Mental Health Program. These changes are long overdue and
the delay has taxed the energy and enthusiasm of volunteers recruited by our Hospital's Foundation Board.
Research has shown that our generous community is willing to support their 50% share of this project (not
required for mental health which is 100% financed by the Ministry of Health). However, our staff continues to
provide high quality care and service in sub-optimal environments.
50th Birthdav Celebration
Hospital care in Elgin County has a history that spans more than 100 years. On May 11, 1954 the St. Thomas
Elgin General Hospital was opened at our site on Elm Street and has continued to be a vibrant presence,
serving the hospital needs of our community for 50 years. Throughout 2004 we have been celebrating this
important birthday with the assistance of a dedicated group of staff and volunteers who have created many
events. We are grateful to the County of Elgin and to the City of St. Thomas for support shown to our local
hospital over these many years.
New CT Scanner
Through the generosity and support of our community STEGH installed its first CT Scan machine in our
Imaging Department in November 1996. This "single slice" scanner was state of the art at the time but in 2004
the state of the art CT Scan machine can now image 16 slices at a time, significantly enhancing its diagnostic
capability for the physician. Our Hospital Foundation has launched a campaign to support the purchase of our
new 16 slice CT Scan machine which is being installed at the time of this report writing.
Twelve months is a long time in the life of a hospital these days and the above represents the highlights during
that period. I am confident that Mrs. Vowel or Mr. VanBrenk can respond to any questions that you may have.
As always, I invite you to contact me at your convenience should you require any further information.
Sincerely,
Paul Collins
President and CEO
PC:ls
Copy: M. Millman
B. Vowel
3
REPORT TO COUNTY COUNCIL
FROM:
Cathy Bishop
Director of Library Services
DATE:
October 23, 2004
SUBJECT: Elgin Photographic Heritage Society, Interest Free Loan
INTRODUCTION:
The Elgin Photographic Heritage Society is a group of community-minded
citizens who formed in 1992. Mr. Ken Verrell took on the responsibility as
President of the group. Their ultimate goal was to have all negatives from the
Scott-Sefton collection indexed and made available to the public.
The Elgin County Library on behalf of The Elgin Photographic Heritage Society
requested that Elgin County Council financially support the production of the
publication of a book of rare pictures from the Scott-Sefton collection of Elgin's
past heritage. The Library would oversee the project and control all
expenditures. Elgin Council approved an interest free loan not to exceed
$30,000 in the 2001 budget. The loan was to be paid back over a three-year
period ending December 2004 through the sale of the books.
DISCUSSION:
The volunteers from the E.P.H.S. are to be commended on their dedication, long
hours and hard work put into the publication of the book. The publication called
"The Scott-Sefton Collection - Elgin's History Through a Photographer's Lens has
sold 760 copies. It was and is a great success! The Elgin Photographic Heritage
Society is very proud to inform County Council that they are now in a position to
pay back the loan.
CONCLUSION:
Mr. Ken Verrell, president of The Elgin Photographic Heritage Society would like
to thank County Council for their trust and financial support in the production of
their book of rare pictures and would like to present County Council with a
cheque for $30,000.
RECOMMENDATION:
To be received and filed.
Respectfully Submitted
~<7L:¡)
Cathy Bi
Director of Library Services
6'"
, .
. .
REPORT TO COUNTY COUNCIL
FROM:
Cathy Bishop
Director of Library Services
DATE:
October 27, 2004
SUBJECT:
Vacation Carry-Over
INTRODUCTION:
A Branch Assistant at the RodneylWest Lome Library has requested permission
to carry-over 2004 vacation credits into 2005. Human Resources Policy 7.10
requires County Council approval of vacation carry-over requests.
DISCUSSION:
Staff has requested permission to carry-over 2004 vacation credits into 2005.
Title
Library
'Carry-Over
Reason Provided
Branch
Assistant
Rodney &
West Lome
16.25 hours
Personal
The County's Human Resources Policy 7.10, section (a), "Vacation
Year/Scheduling and Pay, reads:
"Employees must take their vacation during the year to which it refers and
no carry-over of credits to the following year will be allowed unless
recommended by the Management Team and approved by County
Council."
C.U.P.E. Collective Agreement Article XV, sub-section 15.07 reads:
"Employees who are entitled to three or more weeks of vacation may upon
providing written request prior to November 15th to the Director of Human
Resources and approved by the employer carry-over to the next year any
vacation entitlement in excess of two weeks providing that no employee shall
carry-over an accumulation of more than two weeks vacation entitlement at any
one time.
Such carry-over must be utilized within the year in which it is being carried over
and payment for such carry-over will be made at the current rate of pay which the
employee is earning at the time the vacation is actually taken.
Such requests shall not be unreasonably denied."
- Page2-
CONCLUSION:
County Council is being asked to approve the vacation carry-over for one staff
member of the Elgin County Library system. Human Resources Policy 7.10
"Vacation YearlScheduling and Pay" grants authority to County Council for such
requests.
RECOMMENDATION:
That the October 27,2004 report, Vacation Carry-Over be approved as
presented.
Respectfully Submitted
C~
Director of Library Services
Approved for S
Mar . cDonald
Chief Administrative Officer
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REPORT TO COUNCIL
FROM:
Melissa Lewis, Elgin Manor
Director of Senior Services
DATE:
October 25, 2004
SUBJECT:
ONA Request to Carry Forward 2004 Vacation
INTRODUCTION:
Article 13.06 of the ONA Collective Agreement provides for registered nurses to request
up to two (2) weeks of vacation to be carried forward into the first six (6) months of the
following year. This request is subject to Employer approval, which will not be
unreasonably denied.
DISCUSSION/CONCLUSION:
As per the current Collective Agreement with the Ontario Nurses' Association, three full-
time ONA members have submitted a written request to carry forward a portion of their
2004 vacation entitlement into the 2005 calendar year.
RECOMMENDATION:
That three ONA members frorn Elgin Manor and Bobier Villa be granted their submitted
request to carry forward three (3), five (5) and ten (10) days of vacation entillement from
the 2004 year, to be scheduled at a mutually agreeable time during the first six months
of the 2005 calendar year.
Respectfully Submitted
Approved for Submis .
~~.9 -
-""Metfs"~~"';is, Elgin Manor
Director of Senior Services
£ d-vrt eLI'l J./ ,#'JA-d .
Pat Vandevenne, Bobier Villa
Director of Senior Servicesl
Manager of Resident Care
Mark G. c
Chief Administrative Officer
REPORT TO COUNTY COUNCIL
From:
Pat Vandevene, Director of Bobier Villa
Melissa Lewis, Director of Elgin Manor
Rhonda Roberts, Director of Terrace Lodge
Date:
October 14, 2004
Subject:
Ministry of Health and Long Term Care; Arnending Service Agreement
INTRODUCTION/DISCUSSION:
The Ministry of Health and Long Term Care has forwarded an Amending Service Agreement to all
long terrn care hornes as part of the 2004/2005 funding announcement. The new funding for long
term care homes is in effect for October 1, 2004 and April 1 , 2005. The funding increases apply to
the Nursing and Personal Care, Program and Support Services, and Other Accommodation
envelopes for 2004 and an increase to the Nursing and Personal Care envelope for 2005.
The funding initiative has evolved from the restructuring of the existing long-term care program
standards. Recent media coverage concerning the care and treatment of seniors in long term care
homes has compelled the Ministry of Health and Long Term Care to rnake significant changes to
the standards. These revised standards are tied to the funding changes for 2004/2005.
The full financial impact cannot be determined at this time. Staff will provide more information,
including the implications of these funding changes, as soon as it becomes available.
The provincial association has recommended that the homes accept the Amended Service
Agreernent.
RECOMMENDATION:
THAT the Arnending Agreements for the Homes be accepted as recommended and authorized by
the Warden and Chief Administrative Officer.
THAT the Amending Agreernents be forwarded to the Ministry of Health by the required deadline of
November 10, 2004.
Respectfully Submitted
ci~tf~ltthIi5
Rhonda L. Roberts
Director of Senior Services
Terrace Lodge
Mark McDona
Chief Administrative Officer
REPORT TO COUNTY COUNCIL
FROM: Clayton Watters, Director of Engineering Services
DATE: 01 November 2004
SUBJECT: Renovations - Council Chambers
INTRODUCTION
Council chambers were last reconfigured following the amalgamation in 1997. The council
chamber presently consists of seating for eleven council members and staff as well as six
desks for the management team.
DISCUSSION
The management team has recently increased from six to eight persons. This will require a
change of our present seating configuration in the council chambers.
Staff have reviewed possible solutions and recommend that the present two sections of
seating be rotated 45° and include one additional seat at each end. Also to be included is
an area for the digital overhead projector.
Staff discussed this renovation with the Municipality of Central Elgin as they utilize the
council chambers on a monthly basis and they had no concerns.
Staff has estimated this project to cost $15,000. This would include electrical, cabinetry,
communications and chairs. This project would be completed during the Christmas break.
CONCLUSION
Department heads should be involved in council discussions and with the addition of two
management team members a change to the seating plan is required.
RECOMMENDATION
THAT the Council Chambers seating be reconfigured to accommodate additional staff at an
estimated cost of $15,000.00; and also,
THAT these funds be allocated from the Administration Building Renovations Capital
Budget.
ResPæwl~~zed
Clayton D. Watters
Director of Engineering Services
ubmission
Mark G. McDo
Chief Administrative Officer
REPORT TO COUNTY COUNCIL
FROM: Clayton Watters, Director Engineering Services
DATE: October 18, 2004
SUBJECT: Plank Road Slope Stabilization
INTRODUCTION
In the spring of 2004, Plank Road (County Road #19) immediately north of Port Burwell
and directly adjacent to the Big Otter Creek experienced some movement that has caused
the road to settle and shift slightly. This situation was originally discussed with Council
during the annual road tour.
DISCUSSION:
Since the slope movement on Plank Road has been discovered, staff is monitoring and
measuring this location on a weekly basis. Movement appears to have ceased during our
monitoring period; however, further slope movement is inevitable.
As this has been deemed as an "emergent" situation and with the verbal concurrence of
council, staff has obtained the services of a geotechnical and an engineering consultant.
Services that have been completed include: survey the area, drill boreholes, assess soil
conditions, design a solution and initiate DFO approval for the work. $250,000 has been
allocated for repair work and an additional $250,000 is proposed to be included in the
2005 Capital budget, representing an estimated total project cost of $500,000.
Repair work cannot be initiated until official Department of Fisheries and Oceans approval
has been obtained. Staff and the County's consultant are ready to tender the work as
soon as this approval is granted. Discussions with the DFO suggest that approval should
be forthcoming within the next few weeks.
Staff has had some informal discussions with area contractors regarding the timing of the
work and it appears that a winter tender call for this project could increase the project
cost by as much as a 50% due to contractor availability and inclement weather conditions.
Staff therefore suggests that this work be deferred until the spring of 2005 when weather
conditions are more favourable. In the interim, staff will continue monitoring activities.
The County's geotechnical consultant also agrees that deferral until spring 2005 is a
reasonable risk to assume and only cautions about the need to monitor more frequently
during wet weather conditions.
In addition, as discussed at Council on October 19th a concrete "New Jersey" type barrier
has been placed along the edge of pavement to protect the motoring public from the
existing edge of pavement drop off. The cost of renting 200m of concrete barrier until the
summer of 2005 is $14,500 or approximately half what it would have cost to purchase the
barrier. Mclean Taylor Construction Ltd. provided the lowest price ($68 per metre plus
G.S.T.) to rent, ship and install the barrier. The Municipality of Bayham assisted the
installation by providing traffic control.
CONCLUSION:
Plank Road immediately north of Port Burwell and directly adjacent to the Big Otter Creek
is experiencing some slope movement. Once official DFO approval is obtained the slope
stability project may commence.
Staff believes that the project cost will far exceed the original estimate of $500,000 if the
work is completed in the winter of 2004/05 due to constructability issues around inclement
weather conditions.
Temporary safety measures including signage and concrete barriers have been installed.
Weekly monitoring will also be performed to ensure movement is not progressing and if
further movement occurs the road can be reduced to one lane.
Although not anticipated, it is possible that the roadway may experience substantial
movement and may necessitate emergency construction activities and the closure of the
road for a period of time.
RECOMMENDATION:
THAT Golders Associates and Spriet Associates continue to be retained for this project on
an as needed basis, and;
THAT the Plank Road Stabilization Project be deferred until the spring of 2005.
Respectfully Submitted
aJW /ll-&v~
:~jE;~)
~
Clayton D. Watters
Director of Engineering Services
Chief Administrative Officer
REPORT TO COUNTY COUNCIL
FROM:
Linda B. Veger, Director of Financial Services
DATE:
October 26, 2004
SUBJECT:
Donor Recognition - St. Thomas Elgin General Hospital
Foundation
Introduction:
The St. Thomas Elgin General Hospital Foundation is developing a cumulative gift
recognition display that will be located in the Hospital's Atrium.
Discussion:
The County of Elgin has donated a lifetime total of $2,208,710 to the St. Thomas Elgin
General Hospital. The Foundation asked permission to recognize the County on its donor
board.
The category's are:
(1) $5,000 - $9,999
(2) $10,000 - $24,999
(3) $25,000 - $99,999
(4) $100,000 - $499,000
(5) $500,000 plus
(6) Legacy Gifts
An event is tentatively planned for Sunday, December 12 to honour donors and unveil the
display.
Conclusion:
Council has several options including being recognized as "County of Elgin" or perhaps
"Elgin County Council" - only twenty letters are available. Council may decide on another
option.
Recommendation:
As determined by Council.
Respectfully Submitted
~
Director of Financial Services
Approved for S
Mark G.
Chief Administrative Officer
REPORT TO COUNTY COUNCIL
FROM:
Linda B. Veger, Director of Financial Services
DATE:
October 22, 2004
SUBJECT:
Municipality of Trent Hills
Introduction:
The Municipality of Trent Hills has requested the County's support for a resolution
endorsing the recommendations contained in a submission from the Canadian Advocates
for Tax Awareness (copy attached).
Discussion:
There are several points that Council could consider prior to making a decision on
supporting or simply receiving and filing.
· There are problems with MPAC. The County has little contact with MPAC, however the
Municipal Treasurers have indicated the difficulties they experience in retrieving or
updating their information from MPAC.
· There are problems with current value assessment (CVA). Again, the Municipal
Treasurers see many more of the problems than the County Treasurer.
· The Canadian Advocates for Tax Awareness report appears to be directed to a larger
centre such as Toronto where property values under CVA increased substantially.
· The report appears to shift much of the tax burden onto home buyers. They are the
only tax payers that will have significant assessment increases. The report does say
however that these too can be adjusted.
· Freezing at 2001 levels and then increasing no more than 2% a year is suggested.
Home owners will soon see little connection between the value of their home and their
assessed value. This appears to be a step backwards to the old system of assessment
and mill rates.
· The report indicates this is working well in other jurisdictions but makes no mention of
where those jurisdictions are.
· The report puts more control into the Province's hands which appears to be a good
idea considering all the bad publicity around MPAC.
· The report suggests adding more staff and as above, appears to be a good idea.
· The last point is if properties have the same value, whether old or new, and use the
same amount of municipal services, why should one property attract more taxes than
the other?
Conclusion:
The Canadian Advocates for Tax Awareness recommended changes to Ontario's
assessment system appear to be a step backwards. Very little of the discussion is geared
towards commercial, industrial, or farmland properties. More information may be required
before a decision to support the resolution from Trent Hills is made by Council.
Recommendation:
THAT the report tilled Municipality of Trent Hills and dated October 22, 2004 be received
and filed.
Respectfully Submitted
¿~e¡J~
Director of Financial Services
Approved for Sub . on
Ma McDonald
Chief Administrative Officer
The Corporation of the
Municipality of Trent Hills
66 Front Street South, PO. Box 1030, Campbellford, ON KOL 1 LO
(705) 653-1900 FAX-(705) 653-5203
September 14,2004
To All Municipalities:
The Council of the Corporation of the Municipality of Trent Hills, at its regular meeting of
September 7, 2004, passed the following resolution. Please forward this resolution to your
Council for their consideration and support.
WHEREAS it is a fact that the current method of prope(ly assessment is deeply flawed, unfair
and unbalanced in Ontario.
AND WHEREAS MPAC - (Municipal Prope(ly Assessment Corporation) has created undue
hardship, frustration and financial turmoil for the ratepayers of Ontario.
AND WHEREAS it appears that MPAC is incapable of bringing their current system of property
assessment under control.
AND WHEREAS MPAC is not addressing the errors and concerns being brought forward by the
ratepayers of Ontario.
AND WHEREAS the municipalities of Ontario have no control or input into the policies,
procedures and methodology being practiced by MPAC.
AND WHEREAS homeowners are literally in danger of losing their homes and properties.
NOW THEREFORE be it resolved that the Council of the Municipality of Trent Hills endorses the
recommendations contained in the submission from the Canadian Advocates for Tax Awareness
(CAFTA) and further that a copy of this resolution and information from CAFTA be circulated to all
municipalities in Ontario and AMO, requesting their support by resolution and forwarding it to their
local MPP, Finance Minister Sorbara, Premier Dalton McGuinty, and all ministers of the Ontario
legislature, requesting the Ontario Provincial Govemment form a conference inviting the directors
of CAFTA; all Ontario municipal leaders, the Minister of Finance and the Minister of Municipal
Affairs and Housing, for the purpose of creating a fair and balanced prope(ly assessment system.
Contact:
Margaret Montgomery, Clerk
Municipality of Trent Hills
P.O. Box 1030,
Campbellford, ON KOL 1 LO
(705) 653-1900
e-mail: mara.montaomerv@trenthills.ca
The Corporation of the
Municipalitv of Trent Hills
66 Front Street South, PO. Box 1030, Campbellford, ON KOL 1 LO
(705) 653-1900 FAX-(705) 653-5203
September 14, 2004
SEP .. ( 2004
Dear Colleagues:
Those of you who attended the AMO Summit, August 2004 in Ottawa may recall
the question I put forward to the Minister of Finance Greg Sorbara with regards to
looking at an "alternative to the MPAC System that doesn't work".
I spoke to Minister Sorbara after the question period and he agreed to look at
CAFTA'S ideas with an open mind. Trent Hills currently has 225 properties
eligible for tax sale registration and I am sure you are also realizing an increase
in your municipality.
For some ratepayers it is already too late, and time is quickly running out for
many others. No assessment system will be perfect, but the recommendations
from "CAFTA" solve most if not all of the issues and bring relief, stability, fairness
and control back to the ratepayers of Ontario.
I am asking you to endorse our resolution with one of your own and forward it on
to the requested persons.
I predict that MPAC (if still in existence) will be the issue during the next
provincial government election. Let's not wait till then, it may be too late for us all
if we do!
I encourage you to check out CAFTA'S website at www.caftacanada.ca.
&"~dC
Hector Macmillan, Mayor
Municipality of Trent Hills
HM/sen
P.S. For tracking purposes, please respond to CAFT A or the Municipality of Trent Hills regarding
your decision.
CANADIAN ADVOCATES
FOR
TAX AWARENESS
CAFTA
BACKGROUND INFORMATION
FOR
MUNICIPAL COUNCILS
RECOMMENDED
CHANGES TO
ONTARIO'S ASSESSMENT
SYSTEM
AND
REFERENDUM INITIATIVE
INTRODUCTION
This document has been produced as a source of information regarding the
aims of the Canadian Advocates For Tax Awareness (CAFTA) and the
recommendations for changes in Ontario's property taxation system. It is
hoped that this information will allow councils to be able to make an
informed decision on whether or not to support the efforts ofCAFTA. This
~ocument should at the very least promote a more open dialogue on the
problems currently facing the property taxpayers of this province.
MISSION STATEMENT
The Canadian Advocates For Tax Awareness (CAFTA) IS
dedicated to the advancement of taxpayers' rights including
the right to limited taxation, the right to vote on tax increases,
the right of economical, equitable and efficient use of taxpayer
dollars and the referendum initiative process.
CAFT A's approach to discussions with other organizations and individuals regarding
proposals has and always will be that of an open fonnn of dialogue and exchange of ideas
for the bettennent of all concerned. All discussions have to take into consideration the
interaction of the people of this province, with the various levels of government in
respect to the delicate inftastructure that we so enjoy. Solutions to problems have to be
found within the current structure of taxation without using radical views that will upset
the balance and have adverse effects on individuals, businesses and government. That is
our approach and we feel the average taxpayer does not want radical changes that have
unforeseen consequences.
2
In order to come up with our recommendations, in-depth research was required, along
\'vith many discussions with business people, taxpaying citizens, politicians, bureaucrats
(current and retired) and various organizations both in Canada and in other jurisdictions
where MY A or CV A has been in place for many years. This research along with some 30
years of experience working with various levels of govemment helped in the
determination of the direction CAFTA should take on taxation issues. The results of the
research and the resulting recommendations were put before the board of directors of
CAFTA for discussion prior to their being approved. The proposals were examined from
many aspects in respect to the long-term viability and ramifications not only on the
individual property owner, but also trom the standpoint of the impact such
recommendations would have on business and govemment.
Private for profit finns offering to cany out the assessment function, have already
approached CAFTA. A profit orientated organization would most likely not have the best
interests of the taxpayer in mind and the costs associated with this approach would be
subject to all kinds of variables totally out of the taxpayers' control. This approach
wmùd not be in the best interests of the Ontario taxpayers and therefore has been
rejected.
The fact that we have proposed the referendum initiative does not immediately have
anything to do with MY A. It does however look towards the future as a corrective
measure if provincial legislation appears that gradually eats away at reforms proposed at
the negotiating table. It also looks towards corrective measures that may be needed for
unpopular and counter productive legislation.
The referendum initiative and the right to Y1lte 'On tax increases are strictly to be
considered onlv at the Droyincialleyel and not to be considered for local councils.
Individuals and organizations within their respective municipalities already can
influence local councils. Any further legislation aUowing interference in making
difficult decisions would do more harm than good.
. .
As you know and can see ÍÌ'om your tax bills, the system of property taxation in this
province is far from perfect. At this point people are being forced to change the way they
live out the rest-of their lives. In some cases high taxes have forced people to spend less
money on food in order to be able to meet the increased tax load. Some are literally
losing their homes. Most of this is being done quietly. This has been and still is the
Canadian way. We sit back while big brother tells us what is good for us, even though
they are not always right. They forget who they are representing and working for.
Under the old system of property taxation, the owner had control over whether or not his
assessment went up or down, either by renovations, additions or demolitions. The
assessment never changed unless the owner made a change to his property.
Under 'Current Value Assessment' that control and stability has basically been taken
away by using market sales as the reason for increasing property assessment (and thereby
the property taxes) on a yearly basis.
3
We are now approaching the point of 'crisis'. This crisis in property taxation must be
handled irrunediately. The current property taxation system is equivalent to a 'back door'
capita! gains tax on the appreciated value of property. Yet the government, it would
appear, prefers to look in the other direction. Privately, both politicjans and government
bureaucrats admit that the assessment system is drastically flawed but they do not know
what to do about it. This hesitancy is creating undo anxiety and hardship for the people
and all business sectors of this province.
If councils are willing to have a look at the following proposals and can see their way
clear to supporting the ground swell movement behind this initiative, they then will be in
a position to say they have finaIly found a way to start addressing the issues so important
to the taxpayers. Please keep in mind though, this is just the first step in correcting the
situation - but at least it is a start.
We feel that the taxpayers and business's of this province want and deserve the right to
have a 'stable' taxation system that is 'predictable' in order for them to be able to better
budget their finanœs currently and into the foreseeable future.
We yalue Ymlr support and input. Please adyise CAFT A or the Municipality of
Trent Hills as to your decision.
Clarifieation on any of the proposals ean be addressed either by phone, fax (705)
696-2356, e-mail at eaftaéa)orimus.ea, Yisiting our website at www.caftacanada.ea
or by mail to CAFTA, P.O. Box 1210, Campbellford, On., KOL lLO.
¿Jj/~
Paul HazeIl
President
4
RESOLUTION POINTS TO BE CONSIDERED
BY
LOCAL COUNCILS
There are six main points that need to be considered, all of which appear on the
brochures, which we have been distributing for the last couple of months.
I) The first thing that has to be done is for the government to take back total control
of the assessment system. This means that the legislation that created MPAC in
the first place needs to be rescinded.
We are not advocating the loss of any jobs ftom the assessment division. 'The
employees will still be needed to carry out the assessment function in whatever
form is finally agreed upon by the government and interested parties.
Putting the control of the assessment system under Queen's Park in the Ministry
of Finance will take the "local influence" out of the system that is now creeping
its way back in. Secondly, the staff level should be increased in order to be able to
cover the workload that has been created by this monster called 'Current Value
Assessment'. The public needs and deserves to have their questions answered in a
timely fashion, which is not currently happening.
MP AC, as it now stands is an organization that is allegedly controlled by the
municipalities through the board of directors. Yet ITom our discnssions with
various municipal officials, they have very little, if any say in how things are
done.
At the municipalleve1, employees are subjected to verbal abuse on a daily basis
ITom irate taxpayers. The public expects them, to answer questions about
assessment for which they have little or no knowledge because it is not their area
of expertise. When they refer people to the assessment division, they are accused
of passing the buck. In reaiity, they should not be expected to answer questions
about assessment.
Where is MP AC? The number of offices has been reduced across the province.
Access to MP AC is now through a centra1ized telephone system close to Toronto.
'The offices that are left are severely understaffed and the local telephone numbers
are no longer given out to the general public. Not exactly an easy system to access
on a personal level.
By increasing access ayailability under the auspiees of Queens Park,
municipalities will not haye to bear the abusive brunt of taxpayers that are
upset with their assessments.
5
2) The assessments should be frozen back to the 2001 level, just before the current
bull market in real estate values started to climb so drastically. By going back to
the 2001 level the current shift in taxation that has occurred would be corrected
for the most part. From an assessment point of view people would then be paying
taxes based on a system that is more like the old 1940's system where people
were actually paying on a more equal basis. Admittedly, even with this being
done, it would not be perfect, but it would be better than what we currently have.
The assessments should be frozen for a minimlJlIl of five years for several
reasons. The people and businesses of this province want and deserve a
'stable' system of taxation. The five-year freeze would put that stability in place
so that not only would individuals, but also industry be able to forecast and
budget more evenly their finances for the foreseeable future. The fÌ'eeze would
also allow other taxation issues that face municipalities to be addressed more
effectively without having to wait for the new taxation rolls to come out for the
next year. They would no longer have to wonder whether the values have gone up
or down and how much of a tax shift has occurred not only within property
classes but also from class to class.
3) Changing the ad-valorem taxation system now in use to make it fair by not
allowing any tax shifts whatsoever within any of the various tax classes even if
one area is more desirable than another. This would take the 'terror' out of the
word 'reyenue neutral' that has caused so much grief for the average taxpayer.
Currently, if a shift in the market was to occur, areas that are desirable or not so
desirable could flip flop and reverse tax shifts could occur for any nlJlIlber of
reasons. These shifts could result even fÌ'om a market shift occurring as a result of
property taxes being too high in a specific area, thereby deflating the values of
these properties. The result being a taxation shift back on to the less desirable
areas. In effect, an unstable system, which is not wanted or needed in this
province. .
4) The use of acquisition value to determine the value 'of properties should be
strongly considered. The potential buyer of a property would then haye
control on how much his property taxes would be; based on the price he was
able to negotiate with the seller. The theory here being, that if a person has the
money to buy a place, then they should have the money to pay for the property
taxes based on that value. If they do not, then they have the option of tiying to
negotiate a lower value with the seller, or walking away fÌ'om the sale and looking
at something more affordable.. This would take .the·subjective v~lue approach out
of the system that is currently being used.
If a purchaser is willing to pay more for a home than its value, it does not mean
equivalent homes are now worth that purchase price. Safeguards could be built in
whereby if the 'current value' was actually lower than the sale price, then that
6
value would be used for taxation purposes. This on the surface may seem odd, but
with all the other properties being m)Zen at the base lèvel year 200 I, values
would still have been going up. The increased values would be in place in
government computers, but not used for the majority of the properties. The
increased values would only come into playas a check on the sale price, when the
properties sold. This would prevent the new owner ITom paying more taxes than
what he should have otherwise had to pay.
5) After the five-year ITeeze is lifted assessment increases should be limited to the
rate of inflation or 2% per year, whichever is less. This would still keep stability
in the taxation system but at the same time acknowledge inflation, in a controlled
manner, more acceptable to business and the public.
The base year values would go up by no more than 2% per year, as would the
properties sold under the acquisition value method. Unsold properties would be
protected :&om undue appreciated value increases in the market. Acquisition value
properties would also be protected ITom undue increases, but only :&om the point
of the negotiated sale. In the case where the market declines, values would not be
allowed to go below the base value year, even if the negotiated price was lower.
This process would put stability back into the system and also aUow yalues to
be controUed by the new buyers, not the goyernment.
Values would remain at the same base value year, plus the 2% increase, for the
unsold properties as long as the properties remained in the hands of family
members. even when willed to them :&om parents. This would allow the
appreciated value in the family properties to be handed down to younger
generations.
This system is being used in other jurisdictions with success. Acquisition-yalue
along with base year market value standards has advantages for taxpayers and
government. This system is more equitable as it links tax liability to ability to pay
more directly than a full blown, constantly changing market value system while at
the same time protecting the owners of properties that are not for sale. It is more
predictable for taxpayers, removes much of the problem of subjective
assessments, and protects homeowners against prohibitive tax increases during
periods of rising values. '
For businesses, the predictability of the system would make it easier for them to
budget their finances and be more competitive without having to worry about
sudden tax increases.
For government, this type of system would allow them to create a stable and fast
growing revenue source, with a reserve of value to cushion revenue downturns in
economic had times. In effect. munieioall!:oyemments would not lose any
7
reYenue. The tax burden would just be re-distributed more evenly and fairly
amongst the taxpayers and in a way whereby the property owner would haye
some measure of control over his taxes.
6) The passing oflegislation allowing the referendum initiative process (at the
oroyincial !!:oyemment leyel onIv) would be a much needed addition to the
democratic process, which has been lacking in our system of government for
years.
Too often, after election, officials lose sight of the desires of their constituents
during the fiye-year tenn that they are in office. Unpopular legislation if passed
during the early part of their tenn has no way of being countered by the general
public, even if it is totally against their wishes.
With the referendum process in place, citizens of this province could reverse or
stop the legislation.
Having a minimum of 10% of the electorate signing a petition requesting the
referendum would start the initiative. The government and the individuals
initiating the petition would decide upon the wording of the referendum jointly. If
the minimum numbers were not reached, then obviously the general public
would not be unhappy with the legislation. During the process of acquiring
signatures there would be time for discussion and negotiations of the issue from
both sides. Afterwards, there would still be time for discussion prior to the final
vote being taken.
This process would have provincially elected officials taking a long hard look at
what legislation was actually beneficial to the electorate.
All levels of government, working together along with the public and various
organizations throughout the province can make improvements in the property taxation
system that benefit everyone. This can only be accomplished, by dedication, courage and
hard work. In the end, it will be worth the effort. We hope that you are in agreement.
8
REPORT TO COUNTY COUNCIL
FROM: Larysa Andrusiak, Ambulance and Emergency Management Coordinator
DATE: November 1, 2004
SUBJECT: Emergency Management Program By-Law
INTRODUCTION:
The Emergency Management Act of 2002, mandates that municipalities adopt by by-law
an emergency management program.
The current County of Elgin By-Law No. 98-41 regarding the Emergency Response Plan
does not reflect the new legislation and its requirements.
It is recommended that County of Elgin By-Law No. 98-41 currently in place regarding the
adoption of an Emergency Response Plan be rescinded and a by-law be enacted to reflect
and fulfill the requirements of the Emergency Management Act of 2002.
DISCUSSION:
Bill 148 received Royal assent November 19, 2002 and provides for the amendment of the
Emergency Plans Act including changing the title to the Emergency Management Act.
These amendments reflect our new reality post Ice Storm, 9/11, SARS, and Blackout. As
Ontario contains a major proportion of the population of Canada, borders the United States
and contains many potential man-made and natural hazards, this provincial initiative
reflects the desire to prepare for and mitigate the effects of any emergency and to build
disaster risiliant communities.
Section 2.1 of the Emergency Management Act reads:
2.1 (1) Every municipality shall develop and implement an emergency
management program and the council of the municipality shall by by-law adopt the
emergency management program.
(2) The emergency management program shall consist of,
(a) an emergency plan as required by section 3;
(b) training programs and exercises for employees of the municipality and
other persons with respect to the provision of necessary services and the
procedures to be followed in emergency response and recovery
activities;
(c) public education on risks to public safety and on public preparedness for
emergencies; and
(d) any other element required by the standards for emergency management
programs set under section 14.
The current County of Elgin By-Law No. 98-41 regarding the adoption of an Emergency
Response Plan does not reflect current legislation and its requirements.
It is suggested that to meet the legislative requirement of the Emergency Management
Act, By-Law 98-41 be rescinded and a by-law by enacted in its place. The new by-law
includes the Emergency Response Plan as Schedule A and is adopted within the new by-
law.
RECOMMENDATION:
That Council rescind By-Law No. 98-41 regarding the adoption of an Emergency
Response Plan, and
That Council enact a by-law adopting an Emergency Management Program including all of
its legislated components.
Respectfully Submitted
Approved for Submission
q:7~ß~~~:lv
Ambulance and Emergency
Management Coordinator
Mark G.
Chief Administrative Officer
REPORT TO COUNTY COUNCIL
FROM: Sonia Beavers, Purchasing Co-Ordinator
James Carter - Manager of Corporate Facilíties
DATE: November 3, 2004
SUBJECT: Snow Plowing, Removal and Salting of Various County of Elgin owned Parking Lots
Introduction
As part of the approved Budget, Requests for Quotations were issued as per the County's Purchasing Policy and sealed
bids were received until Monday, September 27, 2004 for the supply of labour and equipment for Snow Plowing, Removal
and Salling for the County Administration Building, Terrace Lodge, Bobier Villa, New Elgin Manor and vacant Elgin Manor.
Discussion / Conclusion
The Request for Quotation was advertised locally and in the London Free Press. Two companies responded for Snow
Plowing, Removal and Salling for the County Administration Building, the new Elgin Manor and the vacant Elgin Manor. No
Quotations were received for Terrace Lodge or Bobier Villa. A decision was made to contact the former snow contractors
for Bobier Villa and Terrace Lodge. Both contractors submitted a bid.
The bids were received as follows:
County Administration Buildinq, New Elgin Manor and Vacant Elqin Manor
Company Bid Price (taxes included)-
estimated number of occurrences.
based on 2003-2004 winter season
Jim's Lawn Care $ 13,824.40
Dave Chesterfield $ 25,357.00
Terrace Lodqe
Company Bid Price (taxes included)-
estimated number of occurrences -
based on 2003-2004 winter season
Geo. Wilson & Son Excavating $ 7,074.60
Bobier Villa
Company Bid Price (taxes included)-
estimated number of occurrences .
based on 2003-2004 winter season
Dave Simmons Auto $ 1,059.30
Jim's Lawn Care submitted the lowest quotation for the County Administration Building, the new Elgin Manor and the vacant
Elgin Manor at a total price of $13,824.40 (including taxes). Geo. Wilson & Son Excavating submitted the only bid for
A-
Terrace Lodge at a quoted price of $ 7,074.60 (including taxes). Geo. Wilson and Son Excavating's bid price for the 2003-
2004 fall/winter/spring season was $ 7,350.90. Dave Simmons Auto submitted the only bid for Bobier Villa at a quoted price
of $ 1,059.30 (taxes included). Dave Simmons Automotive's bid price for the 2003-2004 fall/winter/spring season was
$ 2,327.95. The total price includes labour and equipment required for snow plowing, removal and salting as described in
the Quotation's Terms and Conditions.
Recommendation
THAT Jim's Lawn Care be selected for the Snow Plowing, Removal and Salting for the County Administration Building, the
new Elgin Manor and the vacant Elgin Manor at their submitted price of $ 13,824.40( inclusive of all taxes); and
THAT Geo. Wilson & Son Excavating be selected for the Snow Plowing, Removal and Salting for Terrace Lodge at their
submitted price of $ 7,074.60(including taxes); and
THAT Dave Simmons Auto be selected for Snow Plowing, Removal and Salting for Bobier Villa at their submitted price of
$1,059.30(including taxes).
ApRroved bY~
OIJuJ
~Sh . q, k_..ß~ _/1L\.r'l ""-
Sonia Beavers
Purchasing Co-Ordinator
Mar
Chief Administrative Officer
/'
-7
REPORT TO COUNTY COUNCIL
FROM:
Sonia Beavers, Purchasing Co-Ordinator, Sandra Heffren, Deputy Clerk,
DATE:
October 22, 2004
SUBJECT: Mailing System and Leiter Folder
Introduction:
The lease for the postage meter at the County Administration building expired in
September 2004. There are only two mailing system suppliers in Canada and both
companies were invited to submit a bid. The companies are Neopost and Pitney Bowes.
Our lease is currently with Neopost.
Discussion:
In March 1996, Canada Post announced its intention to phase out the use of mechanical
meters and meters reset at postal outlets. Effective December 31, 2006, Canada Post will
withdraw approval of postage meters which are not fully compliant with its new remote-
reset, security, digital indicia and product data capture requirements. Subsequently,
Canada Post and suppliers have worked together to develop a new generation of meter
technology, one that is more reliable, secure and capable of meeting the needs of both the
customer and Canada Post in the years to come.
Since the lease for the Mailing System has expired, the decision to upgrade to meet the
new requirements is being addressed. As well, since the addition of the Collections
Department the need for a lelter folder has surfaced. Neopost and Pitney Bowes offer a
purchase and/or lease plan for the Mailing System and/or Desktop Leiter Folder/Inserter.
Both companies have provided an on-site Mail System and Desktop Leiter Folder/lnserter
Demonstration, which allowed staff the opportunity to assess the benefits.
On average four departments (Human Resources, Financial Services, Collections
Department and Library Services) spend 43 hours on a quarterly basis folding lelters and
stuffing envelopes which equates to approximately $965.00 in wages. The cost to lease a
desktop lelter folder/inserter for 36 months totals $830.00 each quarter, a savings of
$135.00.
The benefits of purchasing/leasing a desktop lelter folder/inserter are:
a) folding is twice as fast as by hand,
b) improves timeliness of mailings (notices, lelters, maintenance invoices, etc.)
c) improved productivity - frees up time for staff to complete other duties,
d) addresses today's needs and future needs as well.
o
1
The quotations were received as follows:
1. (a) Purchase Price - Diqital Semi-Automatic Mailinq System
COMPANY PURCHASE PRICE MONTHLY CHARGE CUSTOMIZED
(TAXES NOT INCLUDED) FOR METER and ADDRESS PLATE
MAINTENANCE (ONE TIME CHARGE)
Neopost $ 2,650.00 $ 38.20 $ 118.00
Pitney Bowes $ 1,899.00 $ 55.37 $ 122.00
(b) Lease Price - Diqital Semi-Automatic Mailinq System
COMPANY
36 MONTH LEASE
TERM
$ 149.93
$ 164.82
48 MONTH LEASE
TERM
$ 132.12 er month
$ 136.74 er month
60 MONTH LEASE
TERM
$ 126.28
$ 135.31
2. (a) Purchase Price - Desktop Folderllnserter
COMPANY PURCHASE PRICE (TAXES MONTHLY MAINTENANCE
NOT INCLUDED) FEE
Neopost $ 6,669.90 $ 32.00 per month
Pitney Bowes $ 7,805.00 $ 70.79 per month
(b) Lease - Desktop Folderllnserter
COMPANY 36 MONTH LEASE 48 MONTH LEASE 60 MONTH LEASE
PRICE PRICE PRICE
Neopost $ 276.56 $ 232.09 $ 204.30
Pitney Bowes $ 351.79 $ 299.57 $ 269.73
3. (a) Purchase Price - Diqital Semi-Automatic Mailinq System AND Desktop
Folderllnserter
COMPANY
PURCHASE PRICE
(TAXES NOT
INCLUDED
$ 9,319.90
$ 9,704.00
MONTHLY CHARGE FOR METER,
MAINTENANCE FOR MAILING SYSTEM
$ 69.03 er month
$ 130.24 er month
1
2
(b) Lease Price - Diaital Semi-Automatic Mailina System AND Desktop
Folderllnserter
COMPANY
36 MONTH LEASE
TERM
$ 420.76 er month
$ 491.41 er month
48 MONTH LEASE
TERM
$ 359.36
$ 427.60
60 MONTH LEASE
TERM
$ 320.96
$ 388.82
Conclusion:
An evaluation confirms that the Neopost IJ35S digital semi-automatic mailing system and
the Pitney Bowes DM230 digital semi-automatic mailing system will currently meet the
needs of the County and will address the Canada Post upgrades and technology
requirements. In addition, a letter folder would be a benefit not only for the departments
that were surveyed but other departments as well, such as Homes, Museum, Archives and
the Library Branches.
The decision to purchase versus leasing has also been reviewed.
Mailina System
In the past, the County has leased the mail system. One of the main reasons was due to
the ongoing technological changes. A lease includes the option to upgrade during the
term of the lease without penally. The Canada Post upgrades and technology
requirements have taken approximately 15 years to implement with a final date of
December 31, 2006. Both Pitney Bowes and Neopost are quite confident that any further
changes from Canada Post should not take place in the near future.
Since the option to purchase the digital semi automatic mailing system is more cost
effective than leasing, and Pitney Bowes bid is favourable, the recommendation would be
to purchase the DM230 digital semi-automatic mailing system from Pitney Bowes at their
quoted price of $1 ,899.00 [item 1 (a)]. This of course will include a monthly charge for the
meter rental(which can not be purchased) and a maintenance fee of $55.37 per month
[item 1 (a)].
In addition Pitney Bowes offers two options for replenishing postage. The one option is
called Postage on Call which is included in the monthly maintenance fee of $55.37. We
are currently using Postage on Call with our current mail system. Postage on Call requires
a prepayment plan and postage is not released to the County until Postage on Call has
received sufficient funds. A delay in processing the order and/or the cheque may cause an
interruption in posting mail. Pitney Bowes has a second option for Postage called Pitney
Works. The postage advance eliminates the need for a cheque to be sent prior to
releasing postage. There is a $7.00 monthly fee for the Pitney Works Advance Postage.
Letter Folder/Inserter
A Letter Folder/Inserter is a new piece of equipment for County employees. The
evaluation has proven that it would be beneficial to have a Letter Folder/lnserter available
g
3
for staff use. However, if the County chooses to purchase the Letter Folder/Inserter, as the
department's needs change the County will have purchased a piece of equipment that may
be redundant. Although leasing proves to be more expensive, if the County chooses to
lease the Desktop Letter Folder/Inserter and the department's foldinglinserting quantities
increase, the County has the option to upgrade anytime during the term of the lease
without penalty. At the same time, the three-year lease of the Desktop Letter
Folder/Inserter will allow departments a fair evaluation as to whether this piece of
equipment is beneficial. At the end of the three year lease a decision can be made to a)
terminate the lease, b) renew the lease, c) purchase a letter folder/inserter.
To ensure that the Desktop Letter Folder/lnserter will meet the demands of the various
departments, the recommendation would be to consider the lowest bid submitted for the
Letter Folder Ilnserter from Neopost for a 36 month lease at their quoted price of $276.56
per month [item 2(b)].
Recommendation:
THAT, Pitney Bowes be selected as the vendor for the purchase of the DM230 Digital
Semi Automatic Mailing System at the purchase price of $1 ,899.00 plus monthly charge of
$55.37 for the meter rental and maintenance plus a $7.00 per month charge for the Pitney
Works fee for postage advance and a one time charge of $122.00 for the customized
address plate; and
THAT, Neopost be selected as the vendor for the 36-month lease for the SI30 Discovery
Compact Desktop Letter Folder/lnserter at the lease price of $276.56 per month.
Respectfully Submitted
Approved for Submission
~a ~~{y
/Sonia Beavers
Purchasing Co-Ordinator
4.
Linda Veger +
Director, Financial Services
J~~IIM~A /
Sand a Heff~
Deputy Clerk
Mar ,
Chief Administrative Officer
9
4
CORRESPONDENCE - NOVEMBER 9. 2004
Items for Consideration
1. Susan Johnston, Manager, Port Operations, Divestiture & Property Programs
Ontario, Transport Canada, Ontario Region, advising of the deadline date of
November 30, 2004, for response by interested parties re: Divestiture of Port Stanley
Harbour. (ATTACHED)
2. Ken Loveland, Clerk Treasurer Administrator, Municipality of Dutton/Dunwich,
advising that the Municipal Council opposes the Elgin County Road Network Study as
outlined in the original report. (ATTACHED)
B.K. Hickey, regarding Port BUlWell Harbour Sand & Glen Erie Line Reconstruction.
Jenny Phillips, Chair Joint Elgin/Central Elgin Accessibility Advisory Committee,
regarding the lengthy time frame municipalities will have to make municipal buildings
barrier free being proposed in the new legislation.
1+1
Transport Canada
Ontario Region
Programs and Divestiture
Transports Canada
Région de l'Ontario
Programmes èt cession
4900 Y onge Street
4th Floor
Toronto, Ontario
M2N 6A5
OCT 27 2004
~OFa~'1!
t,~-~r~1ft~"~-i}';P:~ ,'.f:::' ~~¥<f;fuØl'i-~'?'t
1~;\'~~~~~.:,'_,' -J: f~-'tfh: ~.$'i{~~R;d
October 25, 2004
7707-622-1-1 (PHQ)
As Per Distribution List Attached
Re: Diyestiture of Port Stanley Harbour
As you are aware, on November 17, 2003, a meeting was held in London, Ontario with
all identified interested parties for the divestiture of Port Stanley Harbour. At that
meeting, I requested the parties to join forces, discuss and advise me by the end of
January, 2004 of their plans towards fonning an entity.
In April, 2004, I wrote to the interested parties requesting that those individuals/groups
still in the process of forming an entity identifY themselves to me in writing no later than
April 16, 2004 so that the divestiture process could !nove forward.
On September 3,2004, I met with all remaining interested parties, and as a result of that
meeting, I further advised that by October 30, 2004, I expected the groups to have fonned
a single entity with whom I could negotiate the divestiture of the harbour.
To date, this has not taken place and I am extending the deadline by one month to
November 30, 2004. Should a single entity not be identified by that time that
incorporates the majority of local interests, I will be proceeding to the next step, which is
public auction of the site.
.../2
Canadã
- 2 -
I would therefore ask you to inform me in writing, no later than November 30, 2004 as to
the status of the creation of a single entity.
Should you have any questions regarding the foregoing, please do not hesitate to contact
me at (416) 952-0487.
Yours truly,
Susan Johnston
Manager
Port Operations, Divestiture & Property Programs
Ontario
johnssl@tc.gc.ca
c.c. Mark McDonald, CAO County of Elgin
Don Leitch, Municipality of Central Elgin
Dean Jacobs, Chief, Walpole Island First Nation
DISTRIBUTION LIST
Peter Kelly
Vice President and General Manager
Sterling Marine Fuels
Division of McAshpalt Industries Limited
3565 Russell Street
P.O. Box 7218
Windsor, Ontario
N9J 3C2
Kent Kristensen
President
30ak Communications
984 Cheapside Road
Nanticoke, Ontario
NOAlJO
Mr. Dan Higgs
R.R.#4
6317 Centennial Road
St. lrhomas, Ontario
N5P 3S8
Mr. Larry Jackson
Jackson Fisheries Limited
172 Main Street
Port Stanley, Ontario
NOL 2AO
Ms. Helen LeFrank
Elgin County Futures
300 Edgeware Road
St. Thomas, Ontario
N5P 4Ll
Chief Dean Jacobs
Walpole Island First Nation
Economic Development Building
R.R.#3
Wallaceburg, Ontario
M8A 4K9
MAYOR
Bonnie Vowel
259 MaI)' Street
Dutton, NoL tJo
9dunicipalìty of (})utton/(})unwicli
Box 329,199 Main Street, DU'lTON, Ontario NoL 1JO
Telephone: (519) 762-2204- Fax No. (519) 762-2278
Clerk Treasurer Administrator
Ken Loveland
DEPUI'YMAYOR
Cameron McWi11îam
28740 Celtic Line RR# 1
Dutton, NoL tJo
COUNCILLORS
Elizabeth Kornaker
1 Lions Road, Box 214
Dutton. NoL wo
John Yokom
32543 Pioneer Line, RR # 1
lana Station, NoL ¡PO
Donald H. Page
7949 Coyne Road RR # 2
WallacetoWn, NoL 2Mo
October 18, 2004
County of Elgin
Mark MacDonald
450 Sunset Drive
St. Thomas, Ontario
N5R5Vl
-R'Ù'~'I:"',œ^¡;'ml\1!~,
,it" ~.J \c,,'';';'P.IÜ!,''\ ~;'"
!6" "\,;?¡ , f~i""~ ',,:'¡f'
'~ ~:.·_ft,",··,·,.,·~L, .
'tt. .. ". ~'->;:.7' '~~"';'.;:;C. "_' ,--,
OCT 5~:.2 20D4
Dear Mr. MacDonald,
"""'¡¡",{'\l!, ,;;;~e,1m
~;,.:I'~",·ftH,\;, I: € '<,,~? f,r;;fe~
A[l~~~~]~fnTh'fl.':tJ\lE ~~~[i
Re: Elgin County Road Network
The Council of the Municipality of DuttonjDunwich discussed the Road Network Study dated July
13th, 2002 at their October 13th, 2004 meeting.
It is the position of Council that the original study needs to be revised before it should be
reconsidered, since there are some significant changes in traffic counts in 2002 and 2003 and that
the possible transfer of additional bridges would significantly change the long~term costs incurred by
the lower tier municipalities.
In any event, the Council of the Municipality of DuttonjDunwich strongly opposes the transfer of the
roads to our municipality as outlined in the original report and feels that this action is nothing more
than downloading the costs to the lower tier taxpayer.
County Road No.8 (Currie Road) South of Finl!al Line
It is the position of the Council of the Municipality of DuttonjDunwich that this road should remain
a County Road since it provides access to John E. Pearce Provincial Park as well as the Backus Page
House located on this property. This section of Road also acts as a collector road since it provides
access to Tyrconnell as well as the Duttona Beach Development. This coupled with the ongoing
improvement to the Backus Page facility will increase the traffic volumes on this road. In fact, using
the most up-to-date information available from County Staff, there has already been an approximate
60% increase in traffic counts from the 2001 levels used for the original report.
County Road No. ;; (Dunboroul!h Road)
Again, Council feels that the transfer of this road to Lower Tier municipalities is not acceptable. This
road has now become the most direct access to cross the Thames River to the Glencoe area for many
of our residents. It is our understanding that when Tait's Bridge was closed and removed several
years ago, to save the County considerable money, that the County would improve County Road No.
9 and County Road NO.5 as compensation to losing a river crossing. The roads have now been
improved, however they should remain under County jurisdiction. In fact, it maybe advisable for the
cC-
c . f.Æ}A--;'~1'l.5 ~~/1
/o/z-LIDr..r::.£:J.._ð?·
County to assume Dunborough Road (West ElginjDutton Dunwich Townline) between Talbot Line
(County Road 3) and Pioneer Line (County Road 2) since a vast majority of the traffic takes this route
to the Glencoe area.
The transfer of Walker's bridge to the Lower Tier Municipalities was something that was not even
considered in the original report and is only possible now due to changes in the Municipal Act.
Although this bridge is only twenty-three years old, its future replacement would be very difficult to
negotiate between the two lower tier municipalities in Elgin and whoever is the owner in Middlesex
County due to the large cost involved. It would make more sense to have the two counties involved
and the entire County Tax Base sharing the burden.
County Road No.1!>
The Council of the Municipality of DuttonjDunwich understands the concept that there is no need to
have two County Roads serving the same built-up area and travelling in the same direction. For that
reason Council would have no objection to County Road 15 being transferred to the lower tier
providing that this road is brought up to our standards.
In preparing the original report, we feel that County Staff has made an invalid assumption when they
state that this road in its present condition would meet our current standards. If this road were
transferred to our jurisdiction it would become our highest travelled road. The Road needs to have
drainage improvements, curb and gutter installed and the surface repaved.
It would seem completely unfair since this road was scheduled for reconstruction in the County Five
Year Plan and was delayed so that the funds could be transferred to a road in another area of the
County and now has disappeared completely from the Five Year Capital Plan to transfer the capital
costs to the lower tier.
The Council of the Municipality of DuttonjDunwich has always supported the County of Elgin when
it makes decisions that are in the best interest of the majority of residents, providing that they do not
place undue hardships on any individual lower tier municipality. Council feels that if the original
report is adopted, our residents would be saddled with the vast majority of the County's Capital
Savings ($1,385,000 of $2,565,000.00) and this would be unacceptable to our ratepayers.
:øß
Ken Loveland
Clerk Treasurer Administrator
KL:ht
cc Clayton Watters, Mngr. of Engineering Services
Municipality of Bayham
Town of Alymer
Township of Malahide
Municipality of Central Elgin
Municipality of West Elgin
Township of Southwold
B.K Hickey,
P.O. Box 64
Port Burwell, Ontario
NOJ lTO
November 2, 2004
Warden and Members of Elgin County Council
450 Sunset Drive
St Thomas, Ontario
N5R 5Vl
Attention: Warden and Members of Council
Dear Warden & Members of Council:
Re: Port Burwell Harbour sand & Glen Erie Line reconstruction.
Mr. Ronald Bradfield and myself (Bev Hickey) have had discussions about getting the harbour
dredged in Port Burwell. Presently we only have about one and a half feet of navigable water at
the south entrance to Port Burwell harbour and the harbour is basically kept open by the fishing
tugs going back and forth in it. We have drawn up a proposal in conjunction with Mayor Acre &
Bayham Council which was presented to Mr. Joe Preston, Federal Member of Parliament and
Mr. Steve Peters, M.P.P, Minister of Agriculture.
Mr Preston has attended Port Burwell and personally viewed the harbour by boat. At the same
time he was presented with an aerial photograph and land photographs of the harbour. Mr.
Preston seemed very enthused with the proposal and stated once he returned to Ottawa he would
have his staff research for possible federal funding.
Mr. Bradfield, Mayor Acre, Ward I Councillor, Mark Taylor, Bayham Township CA.O., Kyle
Kruger and myself attended a meeting with Mr. Peters in his office in St . Thomas on October 8,
2004 at which time we explained our proposal. Mr Peters also seemed enthusiastic about the
proposal and promised to consult other ministries regarding what assistance may be available.
On October 25, 2004 Mr. Bradfield and I met with Elgin County Engineer, Mr. Clayton Waters
and C.A.O., Mr. Mark McDonald regarding the possibility of the County of Elgin using the sand
removed rrom the harbour for the rebuilding of the Glen Erie line east of Port Burwell.
On instructions ofM.P.P, Steve Peters Mr. Bradfield obtained one cost estimate rrom an Elgin
.../2
/D
-2-
County contractor to remove the sand from the harbour. The estimate was $35,000.00 to dredge
Port Burwell harbour 8 feet deep, 120 feet wide and 1,000 feet long from the mouth of the
harbour extending north. The sand would then be placed on the west wall of the harbour, making
it accessible for trucks to haul away.
The reasons for the local interest in the harbour are as follows:
I. The Port Burwell harbour is shown as an accessible navigable harbour on all the Great
Lakes charts which it presently is not. If a boater found themselves in difficulty in Lake
Erie and attempted to seek shelter in Port Burwell harbour, they would not be able to get
into the harbour without getting stranded and possibly ending up in more difficulty which
has already happened this summer in Port Burwell on two occasions.
2. The commercial fishing industry is suffering in Port Burwell due to not being able to
easily access the harbour.
3. Talisman Energy has had to relocate their supply tugs to Port Stanley because of an
inaccessible harbour adding an additional $200,000.00 to their annual operating budget to
service their gas wells in the eastern portion of Lake Erie.
4. Lake Erie south of Port Burwell enjoys a great reputation for sport fishing enthusiasts but
access to the lake is very limited due to the harbour silt.
5. There were at least three fishing charter boats that were using the harbour but all have had
to leave because of inaccessibility to the harbour.
We believe if the harbour was to be dredged and made accessible again, it would alleviate all the
concerns we have listed.
Attached please find an environmental assessment of the sand in Port Burwell harbour. This
assessment was completed in December 2001 and indicates overall sediment qualities to be quite
good and no particular contaminants concerns are evident.
This letter is being sent in hopes of solicitiog your support and assistance with this project. Mr
Bradfield and I would be happy to attend a County Council meeting at a convenient time to assist
with any other concerns you may have. Municipality of Bay ham C.A.O., Kyle Kruger is making
ioquiries of the Ministry of Natural Resources and the Ministry of the Environment regarding the
removal and storage of the sand on the M.N.R property on the west side of the Port Burwell
harbour.
.../3
II
- 3 -
In particular, we respectfully request that Elgin County Council agree in principle to accept the
material obtained :ITom dredging the Port Burwell harbour for use on County road reconstruction
providing said material is approved for distribution by the appropriate authorities (M.a.E. and
M.T.a.).
Sincerely,
~JJ¿f1
. ey
attach.
C.C. Municipality of Bay ham Council
Bayham Economic Development Committee
Mr. Ronald Bradfield
/2--
-.....
ì
BK Hickey
P.O. Box 64
Port Burwell, Ontario.
NOJ lTO
Phone: 1-519-874-4901
o
Sept 20. 2004
Mr. Joe Preston M.P.
24 First Avenue, Unit 2
St . Thomas, Ontario
N5R4M5
Dear Sir:
Re: ' Proposal for removine-tbe sand from themoutb of the harbour in Port BttrweU
~,
The harbotli' in Port Burwell is very old and has been for years a v~ vi~bleharbotli',
cpntributing,greatly to the economy of South em Ontario.
it has been the recipient of many coal boats from the U.S. ¡¡¡¡ well as ~.prospemus cOI11J11erciai
fishing and sports fishing launching point.
The harbour has also been used, for the passage of gas exploration boats used to tend their
drillìng rigs situated in the centre ()f~e Erie.
The harbour h¡¡¡¡ always had a problem with the sand collecting in the mouth of it, thereby
limiting its use in recent years.
The Port Burwell harbour improvement committee, Munici¡mlity of&yhamCouncil, and the
Municipality of Bay ham Economic Development Committee have decided. to ask yon as our
member of the Federal Goyernment for assistance in this matter.
1. We are ¡¡¡¡king you to please approach the Minister ofl'ransport or the Minister
responsible for the Small HarboUI'$ Act Md ¡¡¡¡k for an engineering study Md an
environmental study to see why the sand continues to clog the harbour.
2. We are also requesting the.fJ;deral g",vernment enter into an agreement with a dredging
company tø dredge the harbotli' in the spring of 2005.
3.
We will explore the possibility of the Municipality of Bay ham and the County ofElgin
using the sand removed. from the harbour for use on the maintenMce of their road syste~
';..."......,\
ß
/.,
...-...,
.}
l"age ;¿
4. If proposal 3 is not an optiQIl, tben the harbowimproyement committee will CQntact <ill
the sand and gravel companies along the north shQre of Lake. Erie and the surrounding
areas regarding the possibility of one Qfth~ companies using the sand after entering into
an agreement with the Federal Government fQr the disposal. of the sand.
5. If proposal. 4 is npt an pptiOD, then we will request that. you, on our behalf contactìJ1e
United States Core of Engineer$ in Erie, Pçnnsylvania and the City ofErie..~ see if they
are still interested in tcldng the sand ftom the harbow, as they had once expressed àn
interest in the sand for their beaches.
We believe if the harbow were dredged and made accessible to larger boats, it would definitely
boost the tourism in our area in the summer months.
We would also explore the possibility of getting the TalisnumGas exploration CompElllY to return to the
harbow after it is dredged and wnd their drilling rigs out of Port B!.IfWel! agllin. l'hiscompany worked
out of Port l3urwell for many years and only left when the harbow became clc.)ggedandthe comp;my
was unable to get their gas well tenders in and out of the harbow safely.
Respectfully submitted,
Bev Hickey
c.c. Municipality ofBaybam CoJll1Ci¡
Municipality ofBaybam Economic Development Committee
Mr. Ron Bradfield
Mr. Steve Petel'S M.P.P.
~
If
K~ KlUtIer
From: MIlJTay.SI'ookaòank@ec.gc.ca
Stnt: Q~17,20013:57PM
TO:kl<ruget@bayham.on.ca
Cc: blanchllf'Õå@dfo-mpo.gc,ca; Narrli¡¡,AJI@ec.gc.ca: Shena.Alkm@kgc.ca
SUO tct: Pori Burw.u (Enhanced Phase 1 Environmitntal Site Assessment)
Kyle.
'-"
Further tOQvr telephone conversatiol1s our comments ;are as follows:
> The MVt1ici )lil1ity of Bayham has aakedEnvfroornent Caneda for comment on an
> Snbanceø Ph_D 1 environmental Site Assessment (March 2001) prepared by
> MeeV!rQ Consultantalnc. onbel1aff of the Peøartment of Fisheries and
> o..:-ns(OFO)1nd Public Worn and Government Servlc::e$ Can_ (PWGSC). As
> stmIdln the af$Q8men1, the work wasundet\;lken II) ~tdentify and
:> doÇUment 4C1\,1al and potentilt/contaminatÎOn to assist in reducing the
> uncertainty I'e9li1mlng poI&ntislliabilitìesff and to preparereløte<lSitlt
:> QQQUlt1entation, A 8iteteQOl1naissan~ was conducted (inctUåingsedlment and
>SOltsampllng) and hi8torlCal reCQnÌs were reviewed.
>
> SoI11t<1a1e and Infom¡a11Qn sho/t!:omings are identified in the a$Sll$8ment
:> Inç udlng infatn'tetion 110m theOnlarto Minl$ltyof the EnvifPomen! and the
> Mvnlcipaflfy of Sayham that had not been received. Sampfing ofsedimenl
:> anow \WI$COIId~ In JenU8IY 2001 when bolt¡ ice and SI'IOW cover
> resll'!cted ~ns ItIatcould be made The \/tility and
> represet lativen$u of the data from the sIngle soil sample are
> qUfttioAJOIe but there 1$ no reason to suspect soil contamination Þ$IJeti on
>ttJe lIistork:a1 uses of tile subject lands wnid! are reviewed in the
> aS~nt. A signillcantcomponent of the aS$6$Sment deals with the
> aV<llua1ion of sediment quality in the harbour and the subsequent commen!$
>tefli,lr to this Information.
>
> Sediment data in the Phase 1 Environmentai$jle Assessment were i8viewed
>Inconjun<:tfon with lI1e following additional seàiment d;als SOU/'C8$:
>
>'. Ph_ 1 Property Tmll$fer As$eS$ment (Sep!emter 1997) by Gartner Lite
,. UI1.for PFO and PWGSC wIIid'I includød an¡¡lvtlcal results from MDS
'" EnvirønrnenìJI SeMces Ltd. from 5ediment umples colleçtfòÇ .¡; ?011
> Burwell in JUrnJ 199a by the '_.;1'19 Point Region Con$8rvelion Authority.
:> . Sediment resultS from a 1978 harI;!Qur survey by Environment Canada
,. an<! $Ubmltt!!ôtQOFO ine,. December 1979 report (Thomas and Mudroch).
> . Sediment results from a July 2001 $lJrvey by EnvirQnment C..nada which
>AAØ6sed tri~ to lake Ene. Anatytical data for PortSurwell ;$
> ~~ !Ø Qlianoch orines am: ?Alis . meiai data has not yet been
'" receivad fI'Om the laboratory.
> . Sed:~...:: ;;;:a ÍTQm the œntral basin of Lake Erie based Q/11997 and
>1S98 surveys eQrn!uCIII(/ by Environment Canada and the Ohio Environmen¡~¡
> Protection Agency.
>
> The site 3S$8S$ment identifies a number of sediment parameters which
'" exceedefther provincisi $edlment quality guideiines "SQGs or the tntertm
> Sediment Quality Guidelines (I!õOO) of the Canadian GouliCÜ of Mlni$ærs of
> the ~rol'!menlln all casQ exceedances were nqt found throughout the
> stu(jy areáb\ilwere es$OCÎated with single ~mple.!l. In the case of PSQGs /.~
,. all ex~dances W~ attne Lowest Effect lavel Ol' tEt: """ ....v...... off.d
.~
--~--~
,
'" levels MIre found. /!lone of UIe e~ found..", parlicUla1fy unll!lUa'
> and ~1Iy reftec:tobservatiøn$ that might be made. on tributanes in
> ¡¡griculturald~ palllns with some IJrb.an inJluante$ (e.g, $ØWSga
> treatment plant ditcñarges). This incIUdes.\tI(t copper ;lnQ manOlll1èSe
'" ~s ~ tIIo-. of Toe, TKN, h9$phorus an<l tolaf IØ'MIOnla. MQdtJst
rj '" extI.Iedanct$ - al$O noted for VðlÌOII$ PA i$, $Ub$tar1Ce$ which are quite
/ '" wlde1l )l'88d in the envJl'OI\menllSnvIfonment Caned!t"mpnnv. fo\m4 00
'" ~ for PAHs \tt Port 9IJrwel1 and this toç¡¡t on ral'lked ~.k:Iw
> in tIIe.~ of all lake Erie tributarÎt!SwPAHs. Envil'Ol1"",nt
,. CarnwaalSo del'*<l some DOT and Its meUlboute$ but~ levels were
'" not unu_1'WI gen8/IJ1Iy reIIec;t the J>el'$istenca and wkI~pre$I!Ince
~",~tllÍI~ticid'lII tIIoenviron"",nl
à >
.7'
if
'l ·~.lt1$ÿ_Y(hl¢htiovides $Omct sØd" na ~tIIat~d9
\~> not appear to be unique contaminant sourQe$ orconditíon$atPort8urweU.
,;¡;:~~
> Sediment qua1ìty91,1~1Ines aremQre restril:tive. than comparable $011
> critør1a and conleq\lenllYatl contaminantlevøl$ found at Port BlIlWel1 are
'" sIJPlStIJntialfy below $011 çrilerla set b)l1ll& )t'01Iinçe for various land
,-, > ute8l/ndertta GII~flnefQr Use at COntaminated Sites in Ontarfo, V8lious
"'" > IMd ap~',ofitlle dredged sediment would not~rtobe
> restrictedllnder t/lèGuideline. Open water disposa!ofdredged sediment is
> also a~ibilit)l but tIIert. would have tabe closer matching of $8dÎfl'l&nt
> samptlng to areas proposed for dredging and furtherreviews made by
> :)I'OY¡n~i~.
>
> The substantial .mol/nisof sediment coming òown 8ig Otter Creek and from
>t". (lpenlake will continue to be problematic for tbem;illntenance of the
>I\Jrf o¡¡r. !MIll. tI1e!l'ecl«lown of land m;ilnsgement PractiCes that contribute
>to Ø!fiment !o<l<fin; from tile ballin might ~ undertaken and various
> interventions punwed,a!l such In1tia1ives lire unlikely to lead to
>reduc;eds~1ment toadlng In 1tIe $hort to Fnf1ØJI/In term. The tmlnic:ipality
> mightwÎsh to c;on$ider, however, long ff..orm programmilli on erosion and
'" se<lirnent ~linthe Big otter Creek basin
>
'" PleallEliet u, know if you wOLlki tike to discuss lhasa comments in further
> detail.
>
Murrn:'
MUffi'y!3rooksb<lnk
Chief, ContamlnstedSite Remediation
Environmental Pro\ectIon Branch . Ontario Region
Environment Canada
4$05 Ouffetin $lrüt,Ð()Wnlllliew (Toronto), Ontario M3H 5T4
"
Tel: (416) 739.4940
Fax: (416) 739-4405
httD.IJwww..on.~.qc.ç;¥1.OJlutjonl~odtcontamína e¡Ja.html
It
JOINT ELGIN/CENTRAL ELGIN
ACCESSIBILITY ADVISORY COMMITTEE
450 Sunset Drive
St. Thomas. Ontario N5R 5V1
November 3, 2004
Warden Rock and Council
County of Elgin
450 Sunset Drive
ST. THOMAS, Ontario
N5R 5V1
Mayor Rock and Council
Municipality of Central Elgin
450 Sunset Drive
ST. THOMAS, Ontario
N5R 5V1
Dear Warden, Mayor and Councils:
The Joint Elgin/Central Elgin Accessibility Advisory Committee (JAAC) at its meeting held
on November 1st, 2004 considered the new legislation being introduced which would enact
changes to the Ontarians With Disabilities Act.
One of the proposed changes is that municipalities would have up to 20 years in which to
make their buildings barrier free. The JAAC discussed this item and wishes to express its
great disappointment for the very lengthy time frame being proposed in which municipally
owned buildings are to become barrier free. Disabled persons deserve the same rights
and considerations as persons who do not have disabilities and to make this growing
segment of the population wait for up to 20 years to enjoy the same quality of life as others
in unfair.
The JAAC is requesting that both Councils support its position, by resolution, and to
request the appropriate ministries to consider a much shorter time frame for municipally
owned buildings to become barrier-free.
Yours truly,
C)~;r'I?J+I' . .
SJnnY~1 IpS,
Chair,
Joint Elgin/Central Elgin
Accessibility Advisory Committee.
/1
CORRESPONDENCE - NOVEMBER 9. 2004
Items for Information - (Consent Aqenda)
1. Honourable Dalton McGuinty, Premier of Ontario: 1) acknowledging Council's
resolution concerning the municipal drainage grants; 2) acknowledging Council's
resolution concerning gas tax availability to all municipalities in Ontario.
(ATTACHED)
2. W.R. (Wayne) Burke, Inspector, Manager, Traffic and Marine Safety, Ontario
Provincial Police, responding the County of Elgin's concern regarding Highway 401
lost revenues to Municipality of Chatham-Kent. (ATTACHED)
3. Bernard Made, Director, Chemicals Control Branch, Environment Canada,
acknowledging the County's intent to prepare a salt management plan. (ATTACHED)
4. Maria Konefal, Assistant to the City Clerk, City of St. Thomas, advising City Council
adopted the County's resolution with regard to upstaffing of the Dutton Ambulance
Base. (ATTACHED)
5. Hon. Jean-C. Lapierre, Minister of Transport, concerning the County's concerns
regarding the need to install automated protection devices at the Canadian National
(CN) railway crossing on County Road 48. (ATTACHED)
6. R. Millard, C.A.O./Clerk, Township of Malahide;
Ken Loveland, Clerk-Treasurer Administrator, Municipality of Dutton/Dunwich;
Donald N. Leitch, Chief Administrative Officer, Municipality of Central Elgin;
with a resolution concerning continuation of the County's role in the renewal of the
O.P.P. Police Services Contract. (ATTACHED)
7. Marlene Pink, Executive Director, Tillsonburg & District Multi-Service Centre, with a
report on the Centre's activities this year. (ATTACHED)
Kyle Kruger, Administrator, Municipality of Bayham, with a resolution concerning
continuation ofthe County's role in the renewal ofthe O.P.P. Police Services
Contract.
Hon. John Gerretsen, Minister of Municipal Affairs and Housing, regarding Long
Standing Service Recognition of Municipal Politicians.
ROMAlOGRA Conference, February 20-23, 2005, accommodation and registration
information.
The Premier
of Ontario
Le Premier ministre
de ¡'Ontario
Édifice de l'Assemblée législative
Queen's Park
Toronto (Ontario)
M7A1A1
ltÆ
"'IIm::::D"
Ontario
Legislative Building
Queen's Park
Toronto, Ontario
M7A1A1
October 12, 2004
OCT
Mrs. Sandra J. Heffren
Deputy Clerk
County of Elgin
450 Sunset Drive
St. Thomas, Ontario
N5R 5V1
Dear Mrs. Heffren:
Thank you for your letter providing me with a copy of council's resolution regarding
municipal drainage grants. I appreciate your keeping me informed of council's activities.
I note that you have sent a copy of your resolution to my colleague, the Honourable
Steve Peters, Minister of Agriculture and Food. I trust that the minister will also take
your views into consideration.
Thank you again for the information.
Yours truly,
ºJl~
Dalton McGuinty
Premier
c: The HOn9urable Steve Peters
@
The Premier
of Ontario
Le Premier ministre
de l'Ontario
Édifice de ['Assemblée législative
Queen's Park
Toronto (Ontada)
M7A1A1
ltÆ
"'ED"
Ontario
Legislative Building
Queen's Park
Toronto, Ontario
M7A1A1
October 27,2004
Mrs. Sandra J. Heffren
Deputy Clerk
The County of Elgin
450 Sunset Drive
St. Thomas, Ontario
N5R 5Vl
11.
Dear Mrs. Heffren:
Thank you for your letter informing me of council's resolution proposing to make the
gas tax available to all municipalities in Ontario. Your concerns are important to me.
I note that you have sent a copy of your letter to the Honourable Harinder Takhar,
Minister of Transportation. I have also sent a copy to the Honourable John Gerretsen,
Minister of Municipal Affairs and Housing, for his information.
Thanks again for the information.
Yours truly,
((M~
Dalton McGuinty
Premier
c: The Honourable Harinder Takhar
The Honourable John Gerretsen
@
Ontario
Provincial
Police
Police
provinciale
de (,Ontario
a::>
~
Western Region
Headquarters
Quartier général de la
région de l'Ouest
6355 Westminster Drive 6355 Westminster Drive
P.O. Box 57 Lambeth Station C.P. 57, succursale Lameth
London, Ontario N6P 1T2 London (Ontario) N6P 1T2
File Reference:
(519) 652-4100
(519) 652·4165
614-00
TelephonefT éJéphone:
FacsimilefT élécopieur:
October 12, 2004
Mr. Mark G. McDonald
Chief Administrative Officer
County of Elgin
450 Sunset Drive
St. Thomas ON N5R 5Vl
OCT I¿i
Dear Mr. McDonald:
Thank you for providing the Ontario Provincial Police (OPP) with copies of your letter,
addressed to the Honourable Monte Kwinter, Minister of Community Safety and Correctional
Services, regarding the County of Elgin's concerns that Provincial Offence Notices (PONs)
issued by the OPP 401 Corridor Safety Unit are being filed at the Chatham-Kent Provincial
Offence Act (POA) Court, resulting in lost revenues to the County of Elgin. As Manager of
Western Region Traffic and Marine Safety, I am pleased to respond.
As discussed during our September 13, 2004 meeting, the OPP 401 Corridor Safety Unit was
established to provide a highly visible, consistent police presence along Highway 401, between
London and Windsor, following 19 fatal collisions that resulted in 29 deaths in that area during
1999. The 22 officers are tì.mded provincially and are responsible for patrolling and undertaking
appropriate enforcement action across the Counties of Essex, Chatham-Kent, Elgin and
Middlesex.
In the interest of highway safety, it was realized the best approach would be to have a single
court location deal with all POA charges laid by the Unit members, thereby increasing the time
they are visible on the highway versus attending four separate court locations. Based upon a
researched legal opinion, and through the cooperation of our justice partners, the County of
Chatham-Kent was selected, as it was contiguous to the other three counties. You may be
assured, however, that all PONs issued by the Elgin County OPP Detachment officers are filed
with the County of Elgin POA court.
The OPP is an enforcement agency with a mandate to ensure safe travel on the highway systems
of Ontario. The disposition of revenues generated through OPP enforcement action is not an
issue the OPP is able to become directly involved in. Should you require further clarification,
please feel ftee to contact me at OPP Western Region Headquarters, telephone number
(519) 652-4135.
"E,xulleV\.ce IV\. Wh~t we ÞO.....IV\.tegyLti::ilV\. Who we Aye"
Mr. Mark G. McDonald
Page two
I appreciate the opportunity to respond to the matter.
ÝÞ
W.R. (Wayne) Burke
Inspector
Manager, Traffic and Marine Safety
Iwb
c: Commissioner Gwen M. Boniface
"Exc,eLLevcee IV\- WVJ~t we ÞD....IV\-tegvLt1:j IV\- WVJD we Ave"
·"*". Environment
T Canada
Environnement
Canada
Ottawa, ON
K1A OH3
-OCT 'o'5^Za04
Dave Rock
Warden
County of Elgin
450 Sunset Drive
StThomas ON N5R 5V1
OCT 13 2004
~~~~~~V._'~~_B:!!\~.,~~~
t~i1'~1'!!'\t~}I~r'}1~P*'Y¡>'~~~~'Th~~"""
o¿¡,t,_j'~!fZ~?_,,,"%;1.g~.-,,,'<i, "". Wi
Dear Mr. Rock:
Subject: Notification of intent to prepare a salt management plan
I am pleased to acknowledge receipt of the letter of intent to prepare a salt
management plan submitted by the County of Elgin. Since the Code of Practice
for the Environmental Management of Road Salts is a voluntary instrument, the
buy-in and support from road authorities is essential for the Code to be successful.
Your organization will be added to a list that will soon be posted on Environment
Canada's Road Salts web site at: www.ec.gc.ca/nopp/roadsalt.This list of
organizations that have submitted their letter of intent and reports will help track
progress, recognize road authorities that are implementing the Code and
encourage others to do so.
If you require further information or help identifying resources and training
available, please contact Environment Canada's regional representative, Mr. David
Laverdière at (416) 739-5872 or david.laverdière@ec.gc.ca. Examples of road salt
management activities undertaken by other municipalities are available on the
Road Salts website or by contacting Mr. Laverdière.
Thank you for taking this important step in the management of road salts. I look
forward to continued cooperation.
Yours sincerely,
!yÁ/l/ø!t J
Bernard Madé
Director
Chemicals Control Branch
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Peter J. Leack, M.P.A.
City Clerk
Office of the Clerk
P. O. Box 520, City Hall
St.. Thomas, Ontario N5P 3V7
Telephone: (519) 631-1680, ex!. # 123
Fax: (519) 633-9019
Ricbard J. Beacbey, B.A.
Deputy City Clerk
ST. THOMAS
THE CORPORATION OF THE CITY OF
OCT ~ 10 201M
October 8th, 2004
¡s-tG~
f1;~F'j"~;¡.f;&tI6":"~,!.\ "f,~ ~ f:t:f)t",r"*tf~g&
,:'''If-f~Y.~~;';;1~~D>1 ~::~i!'t':;'¥ {l ~··~~~1'.VMJt~t;,~
County of Elgin
450 Sunset Drive
St. Thomas, Ontario
N5R 5Vl
Attention: Sandra Heffren
Re: Uostaffing Dutton Ambulance Base
Dear Ms. Heffren:
Please be advised that the Council of the Corporation of the City of St. Thomas passed the following
resolution:
"THAT: Council adopt and approve the recommendation addressed by the Council of the
Corporation of the County of Elgin regarding the upstaffing of Dutton Ambulance Base, on
September 14th, 2004."
Should you require any further information, please advise.
Sincerely,
~=,¥
Assistant to the City Clerk
'iii
Minister of Transport
Ministre des Transports
Ottawa, Canada KIA ON5
-,.8 ON. 2004
Mr. Dave Rock
Warden
County of Elgin
450 Sunset Drive
St. Thomas ON N5R 5Vl
0,...-
vi
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\ti.tt%:\§:¡ ~f, __...:f\i
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Dear Mr. Rock:
I am writing in response to your correspondence of August 18,2004, regarding the Canadian
National (CN) railway crossing on County Road 48 in the County of Elgin.
I have noted your concerns about the need to install automated protective devices at this
crossing. In that regard, I should note that, pursuant to the Railway Safety Act and the
Transportation of Dangerous Goods Act, Transport Canada is responsible for regulating the
safety of rail operations across Canada, including the transportation of dangerous goods.
Transport Canada is committed to reducing the number of injuries and fatalities that occur every
year at Canada's railway grade crossings. To this end, the department works closely with railway
companies to identify grade crossings that require safety improvements. Through the Grade
Crossing Improvement Program, the department funds up to 80% of safety enhancement costs at
approximately 80-100 sites across the country, an annuai investment of up to $7.5 million.
Funds are allocated based on a number of factors such as the volume of road and rail traffic, the
adequacy of sightlines aiong the road approach to a crossing, and any previous accident history.
Notwithstanding Transport Canada's contributions, the railway companies and road authorities
are responsible for safety at specific railway crossings. In the case of the crossing at County
Road 48, I understand that a number of meetings and site investigations have taken place, and
that the County and CN have taken interim measures to ensure public safety. As you know, the
crossing presently has railway crossing signs and Ontario Ministry of Transportation Scheme 2
signage advising motorists to stop before proceeding over the crossing. CN has also put in place
the following requirements for train movements over the crossing:
. Southbound trains must stop at the crossing before proceeding, and
. Northbound trains cannot exceed 15 miles per hour approaching and through the
crossing.
03-0110R (97-08)
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I would also note that, should work commence on crossing improvements prior to receiving
grant approval rrom Transport Canada, this would not in any way preclude the project rrom
receiving funding under the Grade Crossing Improvement Program. The County Road 48
project is currently on Transport Canada's project funding list and will be prioritized with other
projects in Ontario. The timing for funding this project will be determined based on the
availability of funds and the project's ranking on the priority list. Consequently, the parties
involved may wish to finance the project until a decision is made with respect to federal funding.
Thank you for writing. I hope that this information is of assistance.
Yours sincerely,
Township of
MALAHIDE
87 John Street South,
Ayhner, Ontario N5H 2C3
Telephone: (519) 773-5344
Fax: (519) 773-5334
Email: malahide@township.malahide.on.ca
www.township.malahide.on.ca
October 12,2004.
County of Elgin,
450 Sunset Drive,
St. llhornas, Ontario.
N5R5Vl
t)CT I. ,) 2004
Attention: Mr. Mark McDonaid
N~~~iñr~ ,t ~1.ti'\iT!-\'. ;:''i,\\~
~-~~'7 ~..ø'r~~~\i
""'~1I'i'¿", J"'""''''¡\'''''',î.:';'¡;¡;1''!ì¡~r<í;¡¡'¿ijíJ
N¡;..pØ~~$1¡~;2?~~~ Ì'I" ~~." J~tJ!.è~j?
Dear Sir:
RE: OPP - Police Services Contract.
Maiahide llownship Council unanimously passed the following Resolution on October 7, 2004:
THAT the County of Elgin continue its role as co-ordinator/negotiator ofthe Police
Services Contract with the Ontario Provincial Police on behalf of the municipalities, with
the final contract to be adopted by the participating local Councils.
THAT the County continue to organize and administer the Elgin Group Police Services
Board on behalf of the participants.
THAT no RFP for Police Services be issued or called.
THAT a contract renewal with the OPP for the policing be negotiated for a minimum of
Fiye (5) years if available.
THAT .:ost sharing and payments continue on the same basis as the previously established
contract.
Yours very truly,
llOWNSHIP OF MALAHIDE
ð~
R. MILLARD, C.A.O.lCLERK
Copy - Elgin County Municipalities
- Elgin OPP
H;\diana's files\Randy 2004\county - opp contract oct 12wpd
RANDALL R. MILLARD
CA.O./Clcrk
Email: clerk@township.malahide.on.ca
SUSAN E. WILSON
Treasurer
Eni.ail: treasurer@township.malahide.on.ca
ì1'!
MAYOR
Bonnie Vowel
259 Mary Street
Dutton, NoLtJo
9vlunicipaCity of (})uttonjclJunwicn
Box329, 199 MaiIi Street, DUTI'ON, Ontario NoL 1JO
Telephone: (519) 762-2204 Fax No. (519) 762-2278
Clerk Treasurer Administrator
Ken Loveland
DEPU'IY MAYOR
Cameron McWilliam
28740 Celtic Line R. R. # 1
Dutton, NoL lJO
COUNCIlLORS
Elizabeth Komaker
1 Lions Road Box 214
Dutton, NoL IJO
John Yokom
32543 Pioneer Line, R.R. # 1
Iona Station, NoL IPO
Donald H.Page
7949 Coyne Road R. R. # 1
, ~anacetown,NoL~o
October 19, 2004
County of Elgin
450 Sunset Drive
ST. THOMAS, Ontario
N5R 5V1
Attention: Mark McDonald
OCT 21 2DDI¡
Dear Mark,
Re: Police Services Contract
The Council ofthe Municipality of DuttonlDunwich passed the attached resolution at
their October 13th, 2004 meeting.
If you require any additional information regarding this matter, please contact the
undersigned.
Ken Loveland
Clerk-Treasurer
Adnllnistrator
KL:kc
Encl.
cc: R.B. Cox, Detachment Commander
All Lower Tier Municipalities
THE MUNICIPALITY OF DUTTON/DUNWICH
MOVED BY " McWilliam"
SECONDED BY "Kornaker"
DATE Wednesday October 13. 2004
THAT the County of Elgin continue its role as co-ordinator/negotiator
of the Police Services Contract with the Ontario provincial Police on
behalf of the municipalities, with the final contract to be adopted
by the participating local Councils.
THAT the County continue to organize and administer the Elgin Group
Police Services Board on behalf of the participants.
THAT no RFP for Police Services be issued or called.
THAT a contract renewal with the OPP for the policing be negotiated
for a minimum of Five (5) years if available.
THAT cost sharing and payments continue on the same basis as the
previously established contract.
I HEREBY DECLARE THIS TO BE A TRUE
AND EXACT COpy OFTHE ORIGINAL
DOC~dJ
Clerk, Mun. of Dutton/Dunwich
CARRIED
" Vowel If
Mayor
KEN LOVELAND, Clerk- Tr.~.urer,
Corporation of the MumClpa~lty of .
Dutton I Dunwich, COml!USSIOner for taking
aff¡davits, County of ElgIn.
>'
The Corporation of the %unicipa£it!f of Centra[ 'Efgin
450 Sunset Drive, 1 sl Floor, St. Thomas, Ontario N5R 5V1
Ph.519·631·4860 Fax 519·631·4036
HAND DELIVERED
November 1, 2004
Mark G. McDonald
Chief Administrative Officer
County of Elgin
450 Sunset Drive
St. Thomas, Ontario N5R 5V1
Dear Mr. McDonald:
Re: Elgin Group OPP Contract Renewal
Further to your leuer of September 17, 2004 and our conversation of October 27, 2004, please
be advised that Council passed the following resolution at its meeting of October 25, 2004:
THAT the County of Elgin be authorized to negotiate a renewal of the existing agreement
with the Ontario Provincial Police (OPP) for policing services, based on the current level
of service, with the understanding that the agreement with the OPP must be approved by
Central Elgin and other lower tier councils, subject to the other five Elgin Group
municipalities confirming that the Police Services Board will consist of at least one
municipally-appointed person representing Central Elgin Council throughout the term of
the new OPP contract.
As you are aware, the Municipality of Central Elgin currently funds 35-4 percent of the current
Elgin Group policing contract. Based on this level of funding Central Elgin Council believes it is
reasonable that at least one third of the municipally-appointed persons on the Elgin Group
Police Services Board (one out of three) represent Central Elgin Council. Although Central Elgin
Council has had a representative on the Police Services Board throughout the five year term of
the current contract, there is no agreement between the Elgin Group municipalities that this
arrangement will continue in the future. Therefore, before the County proceeds to negotiate a
new policing agreement with the OPP, Central Elgin Council requests that representation on the
police services board should be agreed upon at this time.
If you require any additional information respecting this maUer, kindly advise.
.../2
2
onald N. Leitch,
Chief Administrative Officer.
C: Mayor Dave Rock
Deputy Mayor Sylvia Hofhuis
Kyle S. Kruger, Municipality of Bayham
Ken Loveland, Municipality of DuttonjDunwich
Joanne Groch, Municipality of West Elgin
Randy R. Millard, Township of Malahide
Dianne Caryn, Township of Southwold
Staff Sgt. Ryan Cox, Elgin County opp
Telephone (519) 842-9000
Fax (519) 842-4727
Tillsonburg & District
Multi-Service Centre
The Livingston Centre
96 Tillson Avenue, Tillsonburg, ON N4G 3A1
October 25,2004
County of Elgin
450 Sunset Drive
St. Thomas, ON N5R 5V1
ìiDV 1 2GÛft
Dear Warden Rock, Council Members and County Staff:
We wanted to send you a report on activities for the first half of this year, updating Council on the
progress of the Adult Basic Literacy (ABL) students you have been supporting. The Municipal grant
dollars Council approved earlier this year have been put to good use! Thank you again for the pledge
of $4,000.00.
Attached is:
» A Statistics and Outcomes Fact Sheet on the ABL program;
» A Multi-Service Centre pamphlet;
» The most recent Adult Basic Literacy newsletter (from this summer); and
» A Tillsonburg News article profiling a forrner ABL student. It's a great story that highlights
why the program is so valuable in the comrnunity.
We continue to be busy raising funds for ABL, as we need to raise $30,000.00 annually for the
program. In addition to your grant dollars:
» We plan another Food and Farce fund raiser on Feb. 12/05 at the Special Events Centre in
Tillsonburg;
» The Golf Tournament, organized by Bennett Basics on behalf of ABL on May 28, was a success;
» We continue to sell Nevada and 50/50 tickets; and
» The Donor Campaign, on behalf of the ABL prograrn, has reached the half way mark of
$5,000.00.
We truly appreciate your support of our program - and hope you find the attached information
helpful. Please call if you have any questions or concerns.
Si~~
I::~~~ive Director
~}/
Maureen Vandenberghe
Communications 8: Development Coordinator
C: Wendy Woodhouse, Adult Basic Literacy Coordinator
Mark McDonald, CAO; Linda Veger, Director of Financial Services
Mission
A community organization committed to supporting personal independence through:
# Innovative and responsive resources # Partnerships and collaboration . striving for excellence
Vision
Embracing Persona/Independence # CeJebraung a Caring Community
~
T&D Multi-Service Centre Statistics: Elgin
Januar to June 2004: Adult Basic Literac
Number of Clients Hours of Service
36 675
ill
Program and Outcomes Information
Adult Basic Literacy (MSC) program statistics:
~ 60% of students leaving the program have attained their goals or
progress toward their goals
~ 57% of students are employed 3 months after leaving the program
Adult Basic Literacy (MSC) program compared to Sector and Province:
~ ABL (MSC) has 10% more students in the 45-64 age range when
compared to the Sector/Province
~ ABL (MSC) has @ 40% more students in the lowest training level
(Literacy Basic Skills Levell) than the rest of the Sector/Province [as a
significant number of our students are at the lowest literacy level, they
have need for intensive literacy assistance]
~ 65% of ABL (MSC) students have employment related goals
compared to 30% provincially and 42% in the sector
~ 11 - 16% more ABL (MSC) students are employed upon entry in the
program than is the case in the rest of the Sector/Province
~ 62% of ABL (MSC) students are employed three (3) months after
leaving the program, compared to 43% in the Sector and 33% in the
Province
III
ii II
~"'-' "~,- -'_3
. .
Summer 2004
Program Development-"Changes"
The program is undergoing a number of changes that will be of benefit to stu-
dents in our program. It will also facilitate the volunteer work that tutors do as
well. The Adult Basic Literacy Program provides assistance to students via two
different forums: meeting one-to-one with individual tutors and meeting in small
groups. Recently we have expanded the small group component of the program.
This expansion allows students to increase the number oflessons presented to
them on a weekly basis. This consistency is also an aid to retention and faciìi-
tates progress toward individual student goals. Some of you may also find that
your student may have a tutor and also be in a class. The support of a tutor pro-
vides a specific focus on a weak academic area that a student may have. With the
support of a tutor, a student is able to "keep up" with the class and complete les-
sons effectively. It is the responsibility of the program to meet the needs of stu-
dents in the program. The one-to-one support ofa volunteer tutor provides the
comfortable environment needed for incoming students that may not have had a
favourable educational experience in the past. In addition, a tutor is the special
support needed to allow a student to function in a classroom setting. Learning is
enhanced with increased rrequency of lessons and review, whether in a small
group or in a one-to-one setting. See the attached information sheet, and share
this with your student. If your student is interested in joining a class let us know.
Adult Basic Literacv
ProQram:
Wendy Woodhouse,
Coordinator
Jennifer Hill,
Instructor/Caseworker
Lynn Surgeoner,
Instructor/Caseworker
Tillsonburg: 842-9000
Woodstock: 421-0144
Career Fair
.
I
~
fi;;'f¥
Some people read to learn,
Some people learn to read.
September 30th marks the First Arumal Tíl1sonburg Career Fair. This day-long event to
be held at The Livingston Centre wíl1 be hosted by Tillsonburg & District Multi-Service
Centre Adult Employment Programs, in partnership with Youth Employment Services
and Fanshawe College. The purpose of the day's events will be to focus the community
on the wealth of employment resources available in the building and beyond. Presenta-
tions will include the Ontario Ministry of Training, Colleges and Universities
(apprenticeships), Canadian Forces Recruiting, Fanshawe College, and TDMSC internal
program areas. Two display rooms will feature local employment and social service or-
ganizations. The award-winning Human Resources and Skills Development Canada
video "Future Work" will be screened throughout the day. A barbecue lunch will be
provided at nominal cost, and there will be a "SO/50" draw and door prizes galore.
Please plan to attend this exciting event! For more infonnation, or to book a free table in
the display area, please contact Charles at 842-9000 ext. 375.
'--"'---'-~'--'---------'-"-~'---'-'-'-
------."....---
Volunteer Satisfaction
S urvev
v
There are times that there is a Ileed to step back and look at the program, and con-
sider how the program be improved/changed to provide quality service. Since
tutors are "fi:ont-line" volunteers actually delivering the service, your input would
be greatly valued. Different perspectives offer varied views. You will find en-
closed a Volunteer Satisfaction Survey for completion. As we realize that volun-
teers tutors already give exclusively of their time, you will find the survey to be
very short and concise. Your cooperation in completion of this survey would be
greatly appreciated. Please return this survey with your next tutor report due
September 5, 2004.
Benchmarks of Excellence!
In May 2004, TDMSC participated in the "Benchmarks for Community SUþþ<Yrt Organiza-
tions" process. The Ontario Community Support Association (TDMSC is a member
through our Home Support Services) designed this project with a goal of helping organiz«
tions assess and build" organizational excellence". Assessment questionnaires were com~
pleted and a visit to TDMSC, by OCSA, took place on May 31,2004. The surveyors
measured agency performance against established benchmarks and, during the visit, de-
scribed the what's and how's of excellence in community agencies. OCSA found we had
achieved excellence in ailS Benchmark areas. In a nurshell, they found we,
» Have a clear purpose
» Establish meaningful results
» Use resources for the greatest impact
» Meet program standards
» Are accountable, responsive and innovative
» Collaborate with internal & external stakeholders and
» Have a productive and positive work environment.
It is important for us to assess what we do, for the same reason that feedback from employ-
ees, staff and volunteers is important. The information we receive tells us if we are on the
right track - and often, how to get therel
Odds & Ends & Enclosures
In this package you will find the following:
· Tutor report forms for the next 5 months
· A special token of appreciation to volunteers!
· Volunteer Satisfaction Survey
· A student activity
(Note Laubach Literacy Ontario will no longer be mailing their newsletter to volunteers.
If you wish to have a copy, call our office and we can forward a copy to you.)
Page 3
One good book leads to
another, and another
and another".. ,!
"Quality"
***
"Excellence "
***
"Accountability to
the Community"
Be "in the know"!
Read a news artide to your
student. (If you are ¡¡in the
know'~ you feel like you are
part of the community!)
~--- -~----~-
Page 2
Volunteers hard at
work!
Loyal, dedicated, and
resourceful!
If you leel that you
need something to
"enhance" your
lessons. give us a
cal!. We have some
ideas!
Books can deliver a great
message!
Volunteers provide a great
service!
_M.."_.___ __...... .. "..._________________________..__.__._______""..~ .. .. ...._..____".___________~.__.__._________.__. ._._____"__
. _= -_T-_-O-- =;;. ~"~:: '_ ---:::;~~ =",-~ ~-=-.= ~L-'- ~":
1If"1.~EI'"
- >.' - .. ~ . "
.- ,-' ~~- '--~- , -
U"y
~L
y
TI' ["j;
\Toh.:mtee;~·s are lik:e: a baker:s dOZe!L p.. ..,there is ahvays an extra person to help.
\/'r.¡"'n'¡'pp-,.., ~-~. ~~1.~- ...¡.---....",--;::>- "'¡"'p~- """'p . I Pd . d· 1
. v W;.lv,-"l:) ~l.C .'-l.r..x:· i..lÇ.;:¡.i':>'-.U.......... Hw.l....)! ;:lJ...... va u..... , preCIOUS an pnce ess.
Volunteers are like dessert.. ....there is always room for more and they are a treat.
Volunteers are like sunshine.. ..they are bright, cheery, bring optimism to a day.
Volunteers are like the unsung heroes........they always to the work behind the
scenes, but make the difference in the end.
Volunteers are like rainbows.. ..they are a welcome sight to those in need.
Volunteers are like putty.... ....they have soft hearts and a soft touch.
Volunteers are the ambitious and energetic people that support the Adult Basic
Literacy Program. They are remembered daily for the support they provide!
Tutor Tips
Keep a little journal or record of each lesson (i.e. notes to yourself) to help vou
plan for the next lesson.
Document notes/comments on your tutor report on a weekly basis. This will pre-
vent you rrom trying to recall all four lessons at the end of the month, when
completing your tutor report.
Use scrabble tiles when working on word patterns. This "hands-on" use of the
tiles can be a reinforcement activity for your student in making a number of
words rrom a specific word pattern.
Ask your student to bring in some written materials rrom his/her workplace. You
may be able to incorporate these materials into a lesson.
What's Happening
Volunteer Recognition: The Tillsonburg & District Multi-Service Centre hosted
a Volunteer Recognition Theatre Event on May 25,2004. It was a creative and
comical performance. A thank you is extended to all that attended...... ...in rec-
ognition of the value that volunteers play at this organization.
Tutor-Training: The program will be hosting another volunteer tutor-training
session in the fall. If you know of someone who may be interested in volunteer-
ing, please call the office to let us know. Dates to be determined.
Adult Basic Literacy Donor Campaign: As of June 30, 2004, the Adult Basic Lit-
eracy Donor Campaign has received $5,308.00 (one half of our $10,000.00 goal)
rrom a variety of individuals, businesses, industries, church groups and service
clubs. As one donor said, "your package made it easy - I could see that $68.00
completely subsidizes one individual on the program and that is what I want to
support." In addition, the campaign has attracted seven $500.00 sponsors. We
are very grateful for this investment in the program. If you, or anyone you know,
is interested in receiving a donation package, or would like to hear our presenta-
tion, please call 842-9000, ext. 270.
- _.-_.__._-_._-._~._-"----_._._-_.-----------~--_.._--------.-..----.---
....--------------....---.---.---------..-------.----.----
(~\
--~=;
I:
~,-
~:
§ept2k11ber 8~ 2ûû4-ITIterrratÎûTIaf Literacy Day
I
SU¡-:¡¡V¡ER. 2004
This day win be a day to remember that literacy is impera-
tive to function daily in our "world of words". Literacy is
also a key for an individual's economic and social success.
"Reports published by the Organization for Economic Co-
operation and Development, Statistics Canada and Canada's
National Literacy Secretariat show that 48 per cent of adults
aged 16 to 56 fall below the level ofliteracy considered ap-
propriate to function in today's society, and that the literacy
skills of20 per cent ofrecent high school graduates are too
low for entry-level jobs."
TiIIsonburg & District Multi-Service Centre
96 Tillson Avenue
Tillsonburg, Ontario
N4G 3A1
Phone: 519-842-9000
Fax: 519-842-4727
Email;abl@ocl.net
Remember September 8, 2004 and Celebrate Literacy!
WE'RE ON THE WEB!
www.thelivingstoncentre.com
·
Write a friend a letter rather than calling them on the
phone.
·
Read a bedtime story to your child or grandchild.
September Has Arrived
With the arrival of September we
often revert to a different kind of
routine than we had during the
summer months. This is often the
case in maintaining weekly ses-
sions with students. Often it is the
feeling of "getting back on track".
If you are in need of any resources,
review/reinforcement materials, or
tutoring strategies in resuming
regular lessons, please contact the
staff. We would be pleased to as-
sist. There is always a new idea or
suggestion! Please do not hesitate
to contact us. Weare here to serve
tutors that provide front-line in-
struction for students. Thank you
for the good work that you do!
·
Discuss with a friend what your favourite book was as
a child and why you liked it so much.
What has been the most inspirational book you have
read?
What benefits have you received from reading?
Join a book club.
Advocate for plain language and clear writing.
·
·
·
·
Read a book.
Dream a dream
Tell a tale
Celebrate reading and writing!
Activity #3
Title: Complete the sentence.
Outcome: Students will write subjects and predicates to complete
sentences.
Preparation: None.
Description: Write subjects to complete the first five sentences. Write
predicates to complete the last five sentences.
Examples: Marv was very tired after wOrk.
Carl was able to run the machine.
1. went to work last week.
2. did not understand the joke.
3. grew six inches over the summer.
4. fit too tightly.
5. ran out of gas.
6. Six people
7. I
8. Rainy days
9. Grammar
10. Television
Volunteer Satisfaction Survey
~
The satisfaction of volunteer tutors is important to us. We would ask you to take a few moments to
complete the following survey. You assistance in completing this will assist us in providing the supports
and assistance necessary to serve you better as valued volunteers of the Tillsonburg & District Multi-
Service Centre. It also serves as a means to ensure quality program delivery through program evaluation.
Ratìng Scale DefInition
· 5 means great/excellent
· 4 means good
· 3 means fair
· 2 means needs improvement
· 1 means needs great improvement
Rating Scale
12345
I Assistance from the office is offered in a prompt and appropriate fashion
2. Resources suggested by staff address the needs of my student
3 The contribution of volunteers is acknowledged with fonnal and informal recognition
4. The volunteer role of a tutor meets my expectations
5, The volunteer role provides an opportunity to personally develop and to contribute to the
community
6. The organization (and organizational practices) provide meaningful involvement and a means to
contribute for volunteers
7. The organization has provided appropriate training and workshops for the volunteer tutoring role
8. Volunteers are given regular opportunities to receive and give feedback
9. Volunteers are welcomed and treated as valuable members of the organization
10. Appropriate accommodations are available for tutors and students in the delivery of lessons
Comments: (please provide comments/suggestions, as this pertains to your satisfaction.)
Date:
("'''Individüals ',vishing to Tçmal.ri îlonY1TI.OtlS need not sign this form. Ple2.se return survey by
Name:
W~dn~sd~ý,7 S~pt~~-b~r:8,· iðô4
. -r;¡/sDY16uf"j IY'e.uJS
NANCY BOUTIN PHOTO
Fo.rmer Adult Basicliteraey student Co.rnelius Thiessen noW- enjo.ys reading newspapers to. find o.ut what's
go.ing on in the world aro.und him. W~en he arrived in Canada from Mexico., ho.wever, Thiessen 'Co.uldn't
speak or write in En91i~h. lo.o.king o.n is o.ne o.f Thiessen' former if"'!struc~ors, Jennifer Hill.
Adult Basic Literacy changes skills, lives
By- NANCY BoutÌN
St:¡¡ffWritf:r
When Cornelius·Thie'ssen immi·
grated- to Canada' from:· Mexïco in
1995, he did everything þe could to
avoid talking to people.
"I was afraid I wouldn't be able to
answer the questions the)' were àsk· -
ing," said Thiessen, 33.: "But now
that's quite different."
When Thiessen arrived in Cana-
da, he couldn't speak or read a word
of _English. Like an estimated 48- per
cent of Canadians age· 16 to 65,
Thiessen lacked the literacy skills
need~d to function in -society. He
spent more·than a year hiding· the
fact from coworke~ß-,q.t. the factory
where he works.
. "Life in Canada without reading
arid - wÍ'iting - is not· a verý simple
thing," he said., ,.
Almost a dec·ade has passed since
then,and now;-on International Lit·
eracy Day, Thiessen is speaking out.
After: talking to a friend who was
;;EE lITERA~Y PAGE 14
LITERACY: Falltutor
training coming up
FROM PAGE 9
taking English as a second Ian·
guage, Thiessen registered with the
Adult Basic Literacy Program. There,
with help from a volunteer tutor, he
b~gan improving his literacy skills,
Little did he know, he was also chang·
inghis life. . ... _
For two years Thiessen received
one-on-.one assistance through ABL, a
free_program offered at Tillsonburg's
Livingston Centre, When he felt confi·
dent enough with his_ new,found
sldlls, he signed up formore advanced
literacy training, where he studied.
computers and learned how to-apply
his liferacy skills in a small cla_ssroom
situation. He even learned how to do
verbal presentations' for an audience, -.
a skill he put to, good use when sjleak·
ing Qn his experience ),,-¡th ABL at the
órganization's annual fundraiser.
Thies~en has sÎnce left the- ABL
program, but he continues to put the
skills he learned to good use_
"-I .like -to read newspapers," he
said. "You get to know what's going
on in the community:' _
Thiessen has also useô his he:ight~
ened literacy' skills to improve hi.s po-
sition at work. .
"I started as a parts cleaner and
npwJ'm a foremap,"-hè said, adding
he _oversees the performance - of 14
cowo~lcers: "Now, when. blueprints
come in, l'm _ the firSt person to see
and summarizethem."-
Thiessen said, eventually, he'd like
to resume·his educa~ion, perhaps by
taking a business .or management
course.
"I think it's very important to know
how.to read and write," he -said. "The
more you know, the furtheryou go:'
While some literacy students pre-
fer to - keep their experience with the
ABL .program to themselves,
Thiessen has been all too happy to
share his success story- with others,
and to recommend the program to
others who -need ît.
"I'd tell anyt)ody to do it -if they
want tò get further with their skills,"
he said. .
.. Inaddition to being one of the ABL
program's Dest advocates, Thiessen
has become a new person, with a neW
sense of self confidence.
"I'm not so shy and quiet now," he
said. "If someone wants to talk about
something, [say 'Let's talk.'"
The Adult Basic Literacy" program
is preparing for a fall tutor training
session.- Watch upcoming- editions of
The TIllsonburg News for detaili, or
stop by The ~ivingston Centre.
10l26l2004 TlΠ14:38 FAX 519 866 3884 Municipality of Bayham
~ 0011001
Municipality of
Bayham
0", -ó<-
~0l'tunity Is"/.o
P.O. Box 160,9344 Plank Road,
Straffordville, Ontario NOJ ] YO
Td(519) 866-5521 . Fax: (519) 866-3884
em:ûI: bayham@bayham.on.ca
October 26, 2004
Fax No. (519) 633-7661
Mark McDonald
C.A.O.
County ofElgin
450 Sunset Road
St. Thomas, ON
N5R 5Vl
Dear Mr. McDonald,
Re; El!!În GrouD O.P.P. Contract Renewal
Thank you for initiating discussions regarding renewal of the current O.P.P. contract
expiring July of 2005.
Council for the Municipality of Bayham appreciates the offer, and has approved the
County of Elgin acting as co-ordinator/negotiator for a new contract. No RFP process is
being suggested by Bayham Council.
Bayham Council does wish to discuss with the partner municipalities the issue of
distribution of costs, and potentially the composition of the Police Services Board. These
discussions can occur outside of negoti;¡tions with the O.P.P. and will not necessarily
involve the County.
Pleasc do not hesitate to contact me if you have any questions or require anything further.
y¡irsrwy/
~'
¡ ..'/
:r(y Kruger C.M.
Administrat
"
~
It
In Case of Transmission Difficulties, please Call 416-863-2101 or
1-866-309-3811
please Deliver To: County of Elgin
MÎni"ter of Municipal Affairs
ami Housing
ltj
Minister Rllsponslbla for Seniors
Minlstre des Affalres munlcipales
~t du Logement
Miniwe délégué 8UX Attaires des personnes ilgioes
777. rue Say
íQronto ON MOO 2E5
Tél (41e) 585-7000
Tålec_ (416) 585-6470
wv.w.mah.gov.on.ca
m Bay Slreet
Toronto ON MSG ~E5
Tel. (416) 665-7000
Fax (416) 585-64 70
Y/'NW,mat'l.gr;¡.¡.on.ca.
November 3, 2004
To:
All Heads of Council
From:
The Honourable John Gerretsen
Minister of Municipal Affairs and Housing
Re:
Long Standing Service Recognition of Municipal Politicians
As I announced at the Association of Municipalities of Ontario (AMO) conference in August, the
Ministry will be instituting a special recognition prograw for Long StaIldwg Service by
Municipal Politicians with 25 years or more of service. This letter is to inform you of the
selection process we have chosen, and to request your 'Support for tbis worthwhile:: .initiative.
Numerous individuals contribute their time and energy to serving local municipalities, often at
considerable personal cost and with nûnimal financial compensation. In launching this exciting
program, I want to honour those municipat politicians who have made this comrni1ment.
Municipalities will have a critical role to play in identifying the individuals to be recognized. I
aw requesting your assistance in bringing forward the names of eligible councillors.
Criteria for recognition for Long Standing Service by Municipal Politicians:
i) Municipal council1ors/pohlicians currently serving on council;
ii) TWenty-five years or m.ore of service on municipal councils, as of
January 1, 2004.
Please note that year of selVice do not have to be consecutive, nor does the service have to be
within the same municipalíty.
Mr. John Burke, Deputy Minister for the Ministry of Municipal Affairs and Housing. will be
sending the CAO/Clerk of each mUIÚci:pality a request for noxninw;;' application f0111l5 to be
completed by the eligible councillors and/or municipal staff. The comple::ted founs should then
be submitted to !be regional offices of our Ministry. The aw<U'ds will be presented at the
Ministry's regional conferences starting in Spring 2005, and annually thereafter.
If
Ontario
12
-2-
All Heads of Council
The government respects the contributions these individuals bave made to their communities. I
thank Y advance for your support and cooperation in this worthwhile endeavour.
;<'0
R
OGRA
M
A
Combined
onference
February 20-23, 2005
IMPORTANT INFORMATION ABOUT
BOOKING ROOMS
PLEASE DISTRIBUTE TO THOSE WISHING TO BOOK ACCOMMODATION
FOR THE 2005 OGRA/ROMA COMBINED CONFERENCE
ALTERNATIVE TO ON-LINE SYSTEM
If you do not wish to use the on-line reservation system,
you can download a PDF version of the housing form from
the OGRA or ROMA web site. The completed form can
Ontario Good Roads Association . ;z. f Rural Ontario Municipal Association
c/o 6355 Kennedy Road, Unit#2, Mississauga, ON L5T 2L5
Tel: (905) 795-2555 Fax: (905) 795-2660 Email: info@ogra.org
Delegates will be able to book rooms by using an on-line
housing reservation system, or by downloading the
housing form from the OGRA or ROMA web sites and
faxing or mailing the form to the Housing Bureau.
WHEN CAN A ROOM BE BOOKED?
The on-line housing system and the housing form will be
available on the web sites at 9:00 a.m. on November 1,
2004.
DESTINATION MARKETING FEE
In addition to 7% gst and 5% pst, all downtown Toronto
hotels will levy a 3% fee on hotel room reservations.
BENEFITS OF ON-LINE SYSTEM
Available rooms in conference hotels will be listed. The
booking happens at once and, if an email address is
provided, confirmation will be sent within minutes of the
request being sent. If an email address is not provided,
confirmation will be faxed.
NOTE: Credit card information must be provided to
book a room on-line.
be faxed or mailed to the Housing Bureau as in the
past. The Housing Bureau will process the faxed
and mailed forms in the order in which they are
received. Delays in processing are possible for
two reasons:
1. volume of completed forms received by fax
or mail.
2. time of day received e.g. 6:00 p.m. will not
be entered until next business day.
HOW TO BOOKASUITE
A special form for booking suites at the Combined
Conference will be available on both web sites as
of November 1 sl. You will not be able to book a
suite using the on-line reservation system.
CANNOT ACCESS INTERNET?
Call 905-795-2555 after 9:00 a.m., on November 1,
2004 and a housing form will be faxed to you.
QUESTIONS?
Contact Cathy Houston or Theone McCauley
905-795-2555 or email cathy(a)oqra.orq
WEB SITE ADDRESSES
www.oqra.orq
www.roma.on.ca
2005 OGRA/ROMA COMBINED CONFERENCE
ACCOMMODATION INSTRUCTIONS AND IMPORTANT INFORMATION
1. Reservations must be received before January 31 ,2005. After this date, all
conference room blocks will be released, and any requests for room reservations
must be negotiated with hotels directly.
2. No telephone reservations will be accepted. Room reservations will be
processed only if received through the official Housing Bureau on-line
reservation system or on the official Housing Bureau form, or a photocopy
thereof. Suites can be booked using the Official Suite Form only.
3. Acknowledgements will be faxed or emailed by the Housing Bureau as indicated
on the official housing form. Please allow at least 48 hours for receipt of this
acknowledgement.
4. A deposit must accompany each reservation. Credit card information is
accepted for deposit purposes. Please note that a credit card number will act
only as a room guarantee - there will be no charge to the card unless the
delegate cancels within 72 hours of arrival. In lieu of credit card information, a
deposit of $150 per room, payable to OGRAlROMA Housinq Bureau, must
accompany each written request. Payments acceptable include cheque, bank
draft and money order.
Note: credit card information is mandatory for on-line reservations.
5. Hotel reservations are made on a first come first served basis. Please book
early.
6. Submit one reservation if sharing with a colleague. Multiples cause duplication
and possible double charging.
7. For your own records, please keep a photocopy of your original housing form or
email/faxed acknowledgement.
8. Prior to January 31 , 2005, all changes must be made in written form only (fax
(416) 203-8477, email torontohousing@torcvb.com). Phone calls will not be
accepted. After this date, modifications can be made with the hotel directly.
9. If cancelling prior to January 31,2005, you must notify the Housing Bureau in
writing (fax (416) 203-8477) or by email (torontohousing@torcvb.com). Phone
the hotel directly if you are cancelling after January 31,2005 to avoid billing.
You must cancel 72 hours before expected date of arrival.
10. If requesting reservations after January 31,2005, you should contact the hotel(s)
directly. You may wish to use the complementary services of Tourism Toronto at
1-800-363-1990 or (416) 203-2500, which has information on current room
availability in Toronto. Convention rates cannot be guaranteed after January 31,
2005.
Hotel rates over...
;¿~
2005 OGRAlROMA COMBINED CONFERENCE
FEBRUARY 20 to 23, 2005
SCHEDULE OF HOTEL RATES
FAIRMONT ROYAL YORK HOTEL
100 Front Street West Fairmont - Single
416-368-2511 Fairmont - Double
1-800-441-1414 Fairmont View - Single
Fairmont View - Double
Suites (use Suite Form)
- $158 Fairmont Deluxe - $228
- $173 Signature Suite - $258
- $178 Small Suite - $499
- $193 Medium Suite - $599
Large Suite - $799 & up
INTERCONTINENTAL TORONTO CENTRE (formerly CROWNE PLAZA)
225 Front Street West Deluxe Single Bedroom - $190
416-597-1400 DeluxeDoubleBedroom -$190
1-800-422-7969
SHERATON CENTRE
123 Queen Street West Single Bedroom
416-361-1000 Double Bedroom
1-800-325-3535
- $163
- $163
STRATHCONA HOTEL
60 York Street
416-363-3321
1-800-268-8304
Deluxe Single/Double - $125
Corporate Single/Double - $135
Note: All rates are subject to 5% PST, 7% GST (if applicable)
and
3% Destination Marketing Fee
PRIOR TO JANUARY 31, 2005, ALL RESERVATIONS MUST BE MADE USING THE
OFFICIAL ON-LINE RESERVATION SYSTEM OR OFFICIAL HOUSING FORM.
AFTER THAT DATE, PLEASE CONTACT THE HOTELS DIRECTLY FOR
CANCELLATIONS AND CHANGES.
Information over...
,;)3
R
OGRA
M
A
Combined
onference
Preliminary Program
(Subject to Change)
Municipal Matters!
Sunday, February 20!!l
1 :30 p.m.
5:00 p.m.
Registration opens
Opening Reception
Monday. February 21§!
9:00 a.m.
10:00 a.m.
11 :30 a.m.
12:00 noon
1 :30 p.m.
3:00 p.m.
4:30 p.m.
Keynote Speaker: Premier Dalton McGuinty (invited)
Four Concurrent Workshops
Keynote Speaker: Hon. Harinder Takhar, Minister ofTransportation (invited)
Trade Show
Four Concurrent Workshops
Plenary Session: Keep Rural Ontario Viable
ROMAZone Meetings
Tuesday, February 22"d
8:00 a.m.
8:15a.m.
8:45 a.m.
9:30 a.m.
10:30 a.m.
12:00 noon
2:15 p.m.
3:15 p.m.
7:00 p.m.
Continental Breakfast
Keynote Speaker: Hon. John Godfrey, Federal Minister of State, I nfrastructure and
Communities (invited)
OGRAand ROMAAnnual General Meetings
Keynote Speaker: Hon. Leona Dombrowsky, Minister of the Environment (invited)
Four Concurrent Workshops
OGRAAwards Luncheon
Presentation of education and long service awards
Election to OGRA Board of Directors (if required)
Keynote Speaker: Hon. John Gerretsen, Minister of Municipal Affairs and Housing
(invited)
Ministers' Open Forum
Banquet - Entertainment: Dan Needles
Playwrite Dan Needles takes us down the dusty back roads of Persephone
Township, a place that is difficult to find on any map, but very near to the
Canadian soul. Tip back a chair and listen to voices from the rural community
that inspire the Wingfield Farm stage plays and delight audiences from coast to
coast.
Ontario Good Roads Association
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Rural Ontario Municipal Association
6355 Kennedy Road, Unit #2, Mississauga, ON L5T 2L5
Tel: (905) 795-2555 Fax: (905) 795-2660 Email: info@ogra.org
Wednesday, February 23!f!
8:00 a.m.
8:30 a.m.
10:00 a.m.
Continental Breakfast
Michael J. Smither Memorial Question Box
Panel Chair: Fred Dean
Closing Speaker: Rex Murphy
Social Commentator and Editorial Journalist
Closing Session
Remarks by OGRA President Elect and ROMA Chair
10:30 a.m.
Value-Packed Workshops and Information Rooms on these Topics and More:
· Alternative energy sources
· Asset management
· Financing municipal infrastructure: COMRIF,OSIFA
· Insurance for high risk services: playgrounds, skateboarding parks
· Regulation 170 - Safe Drinking Water Act
· Salt management plans
· Signs, TO OS
· Source water protection
· Traffic calming, parking issues and Road Watch
· Trails -ATVs, off-road vehicles
· Transportation of dangerous goods
· Update on nutrient management
· Waste diversion
Watch for program details as they unfold on
www.oqra.orq and www.roma.on.ca
Added Features: Ontario Government Information Room and over 70 exhibitors
showcasing state-of-the-art products and services. Information on booking a
delegation with a Minister will be posted on the OGRA, ROMA and Ministry of Municipal
Affairs and Housing web sites on November 8, 2004.
Call 905-795-2555 if you wish additional information:
For delegate program information, ask for Sheila Richardson (sheila(cì)oqra.orq)
For accommodation information, ask for Cathy Houston (cathy(cì)oqra.orq)
For long service award information, ask for Theone McCauley (theone(cì)oqra.orq)
For information on the companions' program, ask for Rayna Gillis (ravna(cì)oqra.orq)
For information on the Trade Show, ask forTheone McCauley (theone(cì)oqra.orq)
On behalf of the Board of Directors of Ontario Good Roads Association and the
Executive Committee of ROMA, we look forward to seeing you in February!
13YÚM'\.r KI'LO"1V
Brian Knox, P.Eng.
President, OGRA
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Allen Taylor
Chair, ROMA
OGRAlROMA COMBINED CONFERENCE
February 20 to 23, 2005
FAIRMONT ROYAL YORK HOTEL, TORONTO
COMPANIONS' PROGRAM HIGHLIGHTS
Sunday. February 20th
OPENING RECEPTION
Come and renew acquaintances and meet new faces.
"Draw for City Line"
The Companions' Program Committee will hold a draw for City Line tickets for Monday's show. Oraw
entry forms will be available during the options registration on Sunday afternoon from 1 :30 p.m. to
6:00 p.m. Companions must be present at the draw to win.
Mondav. February 21st
"MYSTERIOUS ROYAL TEA"
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Mystery
Dinner
Theatre!
The mood is set as you enter the Imperial Room and enjoy the
Royal York blend of tea and pastries. As you mingle, you will meet
some colourful characters. The plot thickens when someone
you've just met dies or a body is discovered! A detective leads the
investigation. The suspects are spread throughout the room, sitting
right at the tables with you. So you get to participate and see if you
can solve...WHOOUNIT!?!
COMPANIONS' HOSPITALITY ROOM
Meet old friends and new acquaintances in the companions' hospitality room! This room is reserved
for card games, pin exchanges or a friendly chat. In addition, information will be available on local
attractions and places to shop. Plan your own excursion!
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Tuesdav. February 22nd
Choose from the following options (options subject to change):
AIR CANADA CENTRE TOUR
Visit the home of the Maple Leafs! Join us on a tour of the Air Canada Centre where you will see the on-
site hockey rnuseum, Tie Domi's suite, the players' bench and much, rnuch more.
ROYAL YORK TOUR
This tour will take you through the heart of the Royal York Hotel. The tour will include the convention
floor kitchens, housing rooms, the Royal Suite (if available), laundry department and
garbage/recycling.
QUEEN'S PARK TOUR
Visit the Legislative Chamber and tour the Legislative Hallways to discover the art and architecture of
the buildings and learn about the history of the province.
SHOPPING EXCURSION TO SHERWAY GARDENS
Join us for an excursion to Sherway Gardens, a suburban shopping paradise which has both the
style and substance to please the most discerning of shoppers with over 200 shops and services.
GARDENING PRESENTATION
Come and join this presentation from guest speaker Paul Zammit of Plant World and plan your
garden before the spring arrives. Discuss your gardening questions and concerns with a professional
gardener and get the information you need to have the best garden in your neighbourhood.
The registration fee is $110. Tickets for the awards luncheon and banquet on Tuesday are available
at additional costs.
Plan now to attend the OGRAfROMA Combined Conference in February 2005
Marianne Kaufman
Chair, 2005 Companions' Program Committee
,21
CGAA/RCMA Cll1BINED CONFERENCE REGISTRATION EDRM
EEbruary 20 - 23, 2005 - Fainrcnt Poyal York fbtel, Torcnto, CX1tario
2005
INSTRUCTIONS: Please type or print clearly and send with payment to OGRAIROMA COMBINED CONFERENCE COORDINATOR, Unit 2, 6355 Kennedy Road, Mississauga, ON L5T 2L5
CONTACT NAME:
MUNICIP ALlTY/ORGANIZA TION
NumberofTickets Purchased
(TIcka/sarenc/includadinfflgi¡;lrallonfae)
Banquet Awards Luncheon
FAX:
. Rates do not include function
FEES
(encfosed)
COMPANION'SNAME
(¡fregistered)
. Government rates are GST exempt
TEL:
REGISTRATION TYPE
(A B C or 0)
TITLE
MAILlNGADDRESS:
NAMEOFDELEGATE(S)
(Ioappearonbadge-nolnitlals)
Registration forms cannot be processed unless accompanied with
payment. Only payments made by VISA or MASTERCARD
can be faxed to (90S}79S-2660.
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-
@-
@-
@
@
@
~
@
Non-
Members
PROVINClAUFEDERAL
Governments
OGRAlROMA
Members
REGISTRATION
TYPE
(does not include function tickets)
OCARD#
On-Site
$520
Regular
$305
$305
$170
$490
$275
$275
$140
On-Site
$440
$270
$270
$160
Regular
$410
$240
$240
$130
On-Site
$420
$250
$250
$140
Regular
$390
$220
$220
A 3 Day Registration
B One Day - Monday
C One Day - Tuesday
D Hall Wednesdar
Name on Card:
Expiry Date:
$140
$ 50
$75
$140
$ 50
$75
$110
$ 50
$75
$110
$ 50
$75
$110
$ 5D
$ 75
$110
$110
$ 50
$ 75
Day
Companion Registration
luncheon Tickets
Banquet Tickets
OGRA/ROMA Combined Conference)
Signature:
OCHEQUE {Payabla 10
=
7% of Subtotal =
GRAND TOTAL =
Subtotal
GST#104000450RT
Special dietary requirements, Including food allergies, should be forwarded in writing to
Bruce Kellogg at the Fairmont Royal York by fax (416) 368-8148
or email bruce.keJlogg@fairmont.com
PLEASE MAKE A COPY FOR YOUR RECORDS.
"
..
Full refunds of pre-registration fees ONLY will be issued to January
28, 2005, Refunds of 75% will be issued from January 31" to
February 11t1, NO REFUNDS AFTER FEBRUARY 11th
All requests must be In writing.